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How to Connect the Expense Claims Module to the Payroll Module

This article explains how HR Admins can connect the Expense Claims module to the Payroll module so approved claims flow into payroll.

Audience & Scope

Audience: HR Admin

Module: Expense Claims & Payroll

Country: Malaysia, Singapore

Pre-requisites: HR Module Permission for Expense Claims and Payroll modules

There are two ways to connect the Expense Claims module to the Payroll module. Follow the steps below for detailed instructions.

For more information on how to transfer approved claims to payroll, click here.

For more information on how to manage approved claims in the Payroll module, click here.

A. Default-Linked Payroll Items (General Settings)

NOTE:

These general settings apply to all claim types.

To customize individual claim types linked to specific Payroll Center(s) under Claim Types settings, refer to the steps under "B. CUSTOM-LINKED PAYROLL ITEMS (CUSTOM SETTINGS)". 

1.   In HR Lounge, go to Expense Claims > Settings.

2.   Scroll down to the Payroll Connection column. Here, link the payroll center to the payroll item.

NOTE:

This is the default-linked payroll item for every claim type. Under the General settings, the "Expense Claims" payroll item and "Cash Advance Settlement" will be linked to the Payroll Center(s) by default.

  • The "Expense Claims" payroll item is a default item under the "Reimbursement" category, which can be found in HR Lounge > Payroll > Settings > Payroll Items.
  • The "Cash Advance Settlement" payroll item is a default item under the "Cash-Advance-Settlement" category.

 


NOTE:

  • You may also add custom payroll items in Payroll > Settings > Payroll items > '+Create custom item', which can later be selected in Expense Claims General Settings as a payroll item to be linked to the Payroll Center. When creating a custom payroll item:
    • For "Payroll Expense Items," select the Type as "Addition" and the Category as "Reimbursement."
    • For "Payroll Deduction Items," select the Type as "Deduction" and the Category as "Cash Advance Settlement."

For more information on how to create a custom pay item, please refer here.

 

 

B. Custom-Linked Payroll Items (Based on Claim Type)

NOTE:

These custom settings apply only to specific claim types, linking a specific claim type to a specific payroll item.

1.   In HR Lounge, go to Expense Claims > Claim Types.

2.   Click on the Edit icon for the specific claim type you wish to link to a payroll item.

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4.   Click on Payroll Connection and select the payroll item to which the claim type should be linked, according to the Payroll Center(s). Click on the Save icon to complete the action.

NOTE:

The items in this list correspond to all payroll items under the "Reimbursement" category in the Payroll module.

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To learn more about connecting a specific claim type to a custom pay item, please refer to this video.

NOTE:

The video below refers to an outdated UI. For payroll item settings, please find them under HR Lounge > Payroll > Settings > Payroll Items.

 

 

Need Assistance?

If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.