HRStop allows administrators to define and manage expense categories to streamline how employee reimbursements are submitted, reviewed, and processed. In addition to adding custom categories (such as Travel, Food, or Accommodation), you can also assign these categories to specific employee groups based on bands/grades, etc.
Steps to Add an Expense Category
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Navigate to Categories Section
- Go to Control Panel → Expense → Categories.
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Click on ‘Add New’
- This opens the form to add a new category.
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Enter Category Details:
- Category Name – e.g., Travel, Meals, Lodging.
- Bill Mandatory – Check this box if employees must upload receipts when submitting expenses under this category.
- Description (Optional) – Provide a short note or instruction about the category.
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Set Optional Limits (if needed):
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Define expense limits using the following fields:
- Per Day: Max allowable claim per day
- Per Item: Max per item cost
- Per Cost / Per Unit: Rate per km/unit (e.g., ₹10/km for mileage claims)
- Example: Set a ₹1,000 limit per day for Meals or ₹10/km for travel reimbursement.
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Define expense limits using the following fields:
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Save the Category
- Scroll down and click Save to add the category to your master list.
Assigning a Category to Specific Employees
Once a category is created, you can assign it to specific employees based on designation, band, or department—ensuring custom rules are applied only to relevant employees.
Steps to Assign a Category:
- Go to: Control Panel → Expense → Categories
- In the list of categories, click on the “Assign Category” icon for the one you want to assign.
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On the Assign Category page:
- Select the desired Band, Designation, or Department
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Set:
- Bill Mandatory – Override bill requirement based on role
- Expense Limits – Tailor limits for each group
- Click Assign to apply the settings.
=> You can assign the same category multiple times to different bands with different conditions (e.g., ₹2,000 travel limit for senior managers and ₹1,000 for executives).
Editing or Deleting Categories
- Use the Edit (pencil) icon to modify category details.
- Use the Delete (trash) icon to remove a category no longer in use.
=> Deleted categories cannot be used in new expense reports, but past records will remain intact.
Best Practices
- Keep category names clear and relevant (e.g., "Client Meetings – Meals" vs "Food")
- Regularly review limits and requirements to match company expense policies
- Use assignment by designation to enforce flexible yet controlled expense tracking