The Expense module in HRStop is designed to help companies manage employee expense reporting efficiently and according to their internal policies. Administrators have full control over how this module behaves, allowing customization to fit the company’s workflow and approval processes.
How to Configure the Expense Module
Step 1: Access the Expense Module Settings
- Log in as an admin and navigate to Control Panel → Settings → Modules.
- Locate the Expense Report module and enable it by checking the corresponding option. This activates the expense reporting feature for employees.
Step 2: Optional Configurations for Tailored Expense Management
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Project Tagging:
Decide whether employees must tag expenses with a project. You can make this mandatory to ensure all expenses are linked to a project for better cost tracking, or optional if project tagging is not always necessary. -
Define Expense Report Columns:
Customize the fields displayed in the expense reports. Common columns include:- Category: Type of expense (e.g., Travel, Meals, Office Supplies)
- Customer: If expenses relate to a specific client or customer
- Claimed Amount: The total expense amount submitted by the employee
- Other fields can be added or removed based on company needs to ensure relevant information is captured.
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Restrict Expense Submission on Weekends and Leave Days:
Enable this setting to prevent employees from raising expense claims on weekends or approved leave days. This helps maintain policy compliance and reduces erroneous claims. -
Enable Approval Workflow:
Choose the level of approval required for expense claims:- Single-Level Approval: Expense claims are approved by the employee’s immediate manager or designated approver.
- Two-Level Approval: Requires approval first from the manager and then from an admin or finance team member, ensuring stricter control over expenses.
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Integrate Expense Reports with Payroll:
When enabled, approved expenses can be reflected directly on employee payslips, facilitating easier reimbursement and accounting. -
Enable Expense Advance:
If your company provides advance funds for expenses, enable the Expense Advance option. This allows employees to request and manage advance payments through the module.
Step 3: Save Your Settings
Once all configurations are done, scroll to the bottom of the page and click the Update button to save your changes. These settings will immediately apply and control how employees interact with the Expense module.
By carefully configuring the Expense module, admins ensure expense reporting aligns with company policies, streamlines approvals, and integrates seamlessly with payroll systems—making expense management smoother for everyone involved.