An employee's expense claim is approved and paid
Who is involved
| Role | What they do |
|---|---|
| Employee | Files the claim with receipts. |
| Finance controller | Approves or rejects it. |
| Accountant | Posts it to the ledger and pays it. |
Step by step
- Employee
Opens Expense claims, adds a line per receipt, mileage or per diem, verifies any scanned line and presses Save and submit.
What they see:The claim shows Submitted.
- Finance controller
Opens the claim and approves, or rejects with a reason.
What they see:Approved, or Rejected with the reason. Someone approving their own claim is refused when separation of duties is on.
- Accountant
Posts the approved claim.
What they see:A balanced entry debiting each expense and input VAT and crediting the employee payable.
- Accountant
Pays the posted claim from the bank or from a petty-cash float.
What they see:The claim is Paid and, for a float, the float shows a matching voucher.
Who is told what
The Approvals inbox lists the pending claim for approvers. There is no dedicated alert for claims.