Expense Claims

Submit, approve, and reimburse business expenses with receipt uploads and automatic payroll integration.

Overview

The Expense Claims module enables staff to submit business expense reimbursement requests with receipt uploads. HR reviews, approves, and the approved amounts are automatically included in the next payroll run.

Submitting a Claim

From the Dashboard (HR/Admin)

1. Navigate to HR & Payroll → Expense Claims
2. Click + New Claim
3. Select the staff member (or submit on behalf of yourself)
4. Enter: Category, Amount (₦), Claim Date, Description
5. Upload receipt (photo or PDF, max 2MB)
6. Click Submit

From the Staff Portal

Staff can submit their own expense claims directly from the Employee Self-Service Portal without needing dashboard access.

Expense Categories

Category	Examples
Travel	Flights, fuel, tolls, parking
Accommodation	Hotels, conference stays
Meals	Client meals, working lunch
Office Supplies	Stationery, printer ink
Communication	Airtime, data, postage
Training	Course fees, materials
Medical	Non-HMO medical expenses
Other	Any other approved business expense

Approval Workflow

Status	Action By	Description
Pending	Staff	Claim submitted, awaiting review
Approved	HR/Admin	Approved for reimbursement
Rejected	HR/Admin	Rejected with reason
Paid	System	Included in payroll and disbursed

Payroll Integration

Approved expense claims are automatically pulled into the next payroll run as a one-time allowance line item. This appears on the staff member's payslip as "Expense Reimbursement" with the claim reference.

Duplicate Prevention

The system prevents accidental duplicate submissions. If a claim with the same staff member, category, date, and amount already exists in "Pending" status, the submission is rejected with a reference to the existing claim.

Receipt Management

• Receipts are encrypted and stored securely in S3
• HR can view receipts inline during the approval process
• Maximum file size: 2MB per receipt
• Supported formats: JPEG, PNG, PDF