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If Your Expense Claims Data Doesn't Match, and How to Sign Off for Go-Live
Part of the Expense Claims data verification series for new brioHR clients. This article covers: If something doesn't match; Sign off and go live.
Audience & Scope
Audience: HR and admin teams setting up brioHR for the first time
Module: Expense Claims
Country: Malaysia, Singapore
Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; Expense Claims data migrated by your IM
This article is part of the Expense Claims data verification series. It follows the Expense Claims Data Verification Guide (PDF).
If something doesn't match
Find what you see in the first column, then check the likely cause and what to do.
| What you see | Likely cause | What to do |
|---|---|---|
| Claim types and policies | ||
| An employee can't see a claim type | The claim type isn't included in the employee's claim policy, or the employee is in the wrong policy | Check the policy's Claim type & limit tab, then the employee's policy in Assign Policy. Ask your IM to add the claim type to the policy, or move the employee |
| An employee can't submit any claims or see their limits and balances | The employee is set to Not applicable | Assign them to the right policy in Assign Policy |
| New joiners or transferred employees have the wrong claim types or limits | They are still in the Default policy. Employees aren't moved into other policies automatically | Assign them to the right policy in Assign Policy, and check new joiners each month |
| A warning icon next to a policy | An assigned employee doesn't meet the policy's eligibility | Check the employee's office, department, job title, job grade, employment type and gender, then the eligibility |
| A claim type's details don't match your template | The template's example rows were left in, or an account code, rate or attachment rule is missing or different | Compare each claim type with your Claim Types tab (Step 2) and send the differences to your IM |
| Mileage or per day amount is wrong | The rate for the employee's office is wrong or missing | Check the claim type's rates for each office |
| An employee can't put two claims in one report | If you use claim groups, only claim types from the same group can be submitted together, so the two claim types may be in different groups | Check Claim Groups. Claim types usually claimed together should be in the same group |
| An employee can't claim an older receipt | The transaction date is older than your Transaction Date Validity allows | Check Transaction Date Validity in Expense Claims > Settings |
| Employees are reminded of the wrong submission date | The cut-off date doesn't match your payroll timetable | Ask your IM to update the cut-off date in Expense Claims > Settings |
| Approvals | ||
| A claim skipped an approver, or went to the wrong one | An approval threshold applied, the employee's org unit has no head (or the head submitted the claim), or the employee's manager is wrong. If the workflow was changed after the claim was submitted, the claim keeps the old workflow | Check the threshold type, amount and offices, the head of the employee's org unit and the manager. Reopen and resubmit a claim to pick up a changed workflow |
| A claim is waiting for someone who has left | A named approver or Claim Assignee is no longer active | Update the workflow or Claim Assignees, then reopen and resubmit the claim |
| A claim with an HR or Finance step is stuck | No Claim Assignee for that role, or they can't access the claims dashboard | Check Claim Assignees and their permissions |
| Balances | ||
| An employee's balance is different from your records | Claim history rows are missing, extra or under the wrong claim type, the limit is wrong, or the employee has open (unsubmitted) claims, which also count | Compare the Expense Claims report for that employee with your template, and send the differences to your IM |
| A monthly balance looks wrong | A claim's transaction date is in a different month from its submission | Check the transaction dates in the Expense Claims report |
| Paying claims | ||
| You can't send claims to payroll | There is no general payroll connection for that payroll center, or the pay item isn't in the Reimbursement category | Check Expense Claims > Settings > Payroll Connection |
| A reimbursement shows on the wrong payslip line | The claim type has the wrong custom payroll connection, or none | Check the claim type's Payroll Connection |
Sign off and go live
Ready to sign off
- ☐ Cut-off date, Transaction Date Validity and Claim Assignees are correct.
- ☐ The general payroll connection is set for every payroll center (if you pay claims through payroll).
- ☐ Every claim type has the correct name, description, account code, group, expense type, rates, attachment rule, custom fields and pay item.
- ☐ Every claim group contains the right claim types.
- ☐ Every claim policy has the right eligibility, claim types and limits.
- ☐ Every employee who makes claims is in the right policy, with no warning icons, and employees who don't make claims are set to Not applicable.
- ☐ Every approval workflow, including approval thresholds, is correct, and every department that needs a head has one.
- ☐ Expense Claims access, report access and Personal Assistants are set up.
- ☐ ScanReceipt (OCR) is switched on, if you chose to use it.
- ☐ Claim history totals and employee balances match your records.
- ☐ Every claim journey has been walked through, and each one reaches the right approvers and limits.
- ☐ You know how history claims will be kept out of your first Send to Payroll.
- ☐ Every discrepancy found has been noted and resolved with your IM.
What happens next
- Once the checks above are done, Expense Claims is ready for go-live. Keep an eye on the first real claims cycle, as described in How to Walk Through Your Expense Claim Journeys Before Go-Live.
- Let employees and approvers know when they can start submitting and approving claims in brioHR, and what your cut-off date is. The Expense Claims Starter Guide has a Manager view and an Employee view you can share with them.
- Each month: check new joiners are in the right policy, approve or reject pending claims, then send approved claims to payroll or mark them as Reimbursed.
- If anything on this checklist is unclear, or a check does not pass and you cannot see why, contact your Implementation Manager.
- If you find a problem after going live, reach out to our support team via live chat or email: support@briohr.com.
← Previous: How to Walk Through Your Expense Claim Journeys Before Go-Live
Next: Help Your Managers and Employees Get Started with Expense Claims →
Back to Expense Claims Data Migration and Verification: Start Here
Ownership
By: Aqilah