Once you have connected the Expense Claims module to the Payroll module, you can transfer approved claims to payroll by following the steps below.
For more information on how to connect the Expense Claims module to the Payroll module, click here.
1. In the HR Lounge, click on Expense Claims.
2. On the Claim Request dashboard, filter the approved claims by selecting the "Approved" filter.
3. MANDATORY: The employee must be assigned to a Payroll Center for the approved claim to be transferred to payroll.
a. If the employee has not been assigned to any Payroll Center, the status will appear on the Claim Request dashboard, as shown below, and you will not be able to transfer the approved claim report to payroll.
To add an employee to a Payroll Center, the HR Admin can do so by following one of the steps below:
A. Settings > Payroll Centers > Edit > Assign Employees > Select employee > Submit
B. Employee's Profile > Payroll tab > Payroll Center Information > Edit > Select Payroll Center > Save
b. If the employee has been assigned to a Payroll Center, the status will appear on the Claim Request dashboard as shown below.
4. To transfer the approved claim to payroll, tick the checkbox next to the EMPLOYEE REPORT, and click on the Send to Payroll icon.
If the approved claim has been sent to payroll, the status will appear on the Claim Request dashboard, as shown below.
NOTES:
- Only APPROVED claims from employees who have been assigned to a Payroll Center can be sent to payroll. Claims that have already been marked as REIMBURSED cannot be sent to payroll.
- You do not need to click "Mark as Reimbursed" before sending the approved claims to payroll. Once the approved claim has been added to payroll and the payroll has been completed, the claim report status will automatically change to REIMBURSED on the Claim Request dashboard.
NOTES:
- If an approved claim has been sent to payroll, the claim report can still be Cancelled or Reopened from the Claim Request dashboard, only if the payroll has not been completed and is still in draft stage. The CANCELLED or REOPENED status will be automatically updated in the Payroll module as well.
- However, once the approved claim has been sent to payroll and the payroll has been completed, the claim report will automatically be marked as REIMBURSED, and no further modifications can be made to the claim report on the Claim Request dashboard.
- You can refer to the ACTIONS column on the Claim Request dashboard to view the history and full activity timeline of the claim report.
NOTES:
Before sending an approved claim to payroll, ensure that the currency used in the approved claim matches the currency used in the Payroll Center.
For example, if the Payroll Center is based in Malaysia and uses Malaysian Ringgit (MYR RM), the "Amount in local currency" in the claim report must also be in Malaysian Ringgit (MYR RM).
NOTES:
Additionally, the employee’s office must be in the same country as the Payroll Center. For instance, if the Payroll Center is in Malaysia, the employee's office must also be located in Malaysia.
If the above conditions are not met, you will not be able to send the approved claim to payroll.
For more information on how to manage approved claims in the Payroll module, click here.
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