Overview

The Expenses app provides a centralized area for managing employee expense claims within KarbonPay.

The app allows authorised users to submit, review, approve, or decline expense claims, making it easier to manage employee expenses and reimbursements.

Employees can also submit expense claims through Employee Self-Service (ESS), provided that the Expenses app has been enabled for ESS by the administrator. This allows employees to submit their claims directly through ESS for review and approval.

Depending on your permissions and company configuration, you may be able to submit expense claims, review claims submitted by employees, approve or decline requests, and include approved expenses in the employee's next available pay run for reimbursement.

Note: The Expenses app is an optional add-on. When enabled, a charge of R10 per employee per month will apply for all employees with access to the Expenses app.

Accessing the Expenses App

To access the Expenses app:

  1. Log in to KarbonPay.

  2. From the main navigation, open the Expenses app.

  3. The Expenses app will display the expense-related information and actions available to you.

Using the Expenses App

The Expenses app can be used to manage employee expense claims and monitor their status.

Submitting an Expense

If you have permission to submit expenses:

  1. Open the Expenses app.

  2. Click Add Claim.

  1. Enter the required expense details.

  2. Add any supporting documentation, such as a receipt, where required.

  1. Click Add expense

  2. Click Create


Viewing Claims

To view expense claims:

  1. Open the Expenses app.

  2. Select Claims.

  3. Review the list of submitted claims.

  4. Click the Edit icon to view its details.

You can review information such as the employee, expense amount, date, description, and any supporting documentation attached to the claim.

Approving Claims / Expenses

Users with the appropriate permissions can approve or decline submitted expense claims.

To approve a claim:

  1. Open the Expenses app.

  2. Select Claims.

  3. Click the Edit icon to open and review the claim.

  4. Review the claim details and supporting documentation.

  5. Add approval notes if necessary.

  6. Click Approve.

When approving a claim, you may also have the option to include the approved amount in the employee's next available pay run.

To include the claim for reimbursement in the next available pay run:

  1. Review the claim as described above.

  2. Enable the Reimburse in Payroll toggle when approving the claim.

  3. Click Approve.

Once the toggle is enabled and the claim is approved, the approved amount will automatically be included in the employee's next available pay run for reimbursement.

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