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Request, Settle and Approve Cash Advances on the brioHR Mobile App

This article explains how employees can request a cash advance and settle it from the brioHR mobile app, and how approvers can approve both from the Task list. The mobile app follows the same rules as the web app.

Audience & Scope

Audience: Employee, Manager (Approver) 

Module:  Expense Claims (Mobile App) 

Country: Global

Pre-requisites: 

  1. brioHR mobile app version 2.14.0 or later
  2. An active cash advance claim type in your company
  3. A claim policy that includes cash advance (not set to Not Applicable)

IMPORTANT:

HR actions stay on the web app. HR reimburses an approved request and sends it to payroll from the web. Your settlement report appears in the app only after HR has reimbursed your request. 

 

Before You Start

1. Update the app

Cash advance needs app version 2.14.0 or later. On older versions, cash advance claim types, reports, and approval tasks don’t appear at all. Any cash advance reports you created on the web appear once you update.

2. Check that cash advance is available to you

Tap + New claim on the Claims page:

  • If you see Request cash advance, cash advance is available.
3. Understand how a cash advance works
  1. You request an amount before you spend it.
  2. Your approver approves the request.
  3. HR reimburses the request on the web, and the money is paid to you.
  4. A settlement report is created. You add what you actually spent and submit it.
  5. Your approver approves the settlement.
  6. Payroll adjusts the difference. Any unused amount is deducted from your pay; any amount you overspent is added.

 

Learn More: How to Update and Submit a Cash Advance Settlement Claim Report

 

4. Know what’s different from a normal claim
Item Cash advance request
Claim type Cash advance types in your policy only
Date Expense date(s): one date or a date range, when you plan to spend the money
Receipt number, ScanReceipt, draft mode Not available
Amount over your balance Allowed, but only your available balance will be reimbursed, subject to approval
Description and attachment Required only if your claim type requires them

 

Part A - Request a Cash Advance (Employee)

Step 1 - Start a new request
  1. Go to Claims and tap + New claim. You can also tap Quick Action > New Claim/Cash Advance on the home screen.
  2. In What would you like to add?, tap Request cash advance (Get money before the spend, settle it later).

NOTE:

To submit a normal expense claim, tap New claim (Claim back money you have already spent) instead.

Step 2 - Fill in the form
  1. Report: choose one of these.
    • Automatic: the claim goes into an open report automatically, if your company has this on.
    • Create new report: enter a name, for example Jason’s Business Trip.
    • An existing cash advance request report that is Open or Rejected.
  2. Claim type: choose the cash advance type. If your company has only one, it’s already selected.
  3. Expense date(s): tap one date, or tap a second date to make it a range. Tap (?) for help.
  4. Description and Attachment: add them if your claim type requires them.
  5. Total amount, Currency and Tax amount: enter the amount you need.
  6. Fill in any custom fields your company has added.

NOTE:

If the amount is more than your available balance or the transaction limit, a banner warns that only your available balance will be reimbursed, subject to approval. You can still save.

Step 3 - Save
  1. Tap Save. You’ll see “Claim created successfully”.
  2. To add another request straight away, tap Save & Add another instead.
Step 4 - Review your request report

Your report appears in Ongoing with an OPEN status and a Cash Advance Request label.

While the report is Open or Rejected, you can:

  • tap the cash advance item to edit it;
  • delete the item;
  • rename or delete the report.

NOTE:

Request reports have no + button. To add another item to the same request, start a new request and choose this report in the Report field.

Step 5 - Submit the request
  1. Open the report and tap Submit Report.
  2. Check the Submit cash advance dialog, which shows the report name and Request amount.
  3. Confirm.

Your approver is notified. Once submitted, the report is view only.

If your request is rejected:

  1. Tap See rejected reason.
  2. Edit the report.
  3. Submit it again. The dialog now reads Re-submit cash advance.

 

Part B - Settle a Cash Advance (Employee)

Step 6 - Open your settlement report

After HR reimburses your request, a new report named “<report name> [Settlement]” appears in Ongoing with a Cash Advance Settlement label.

  • The report starts with your cash advance as a negative amount, shown in red.
  • Tap (?) next to the report name for an explanation of how settlement works.
Step 7 - Add what you spent
  1. Tap + Add Claim Item.
  2. The claim form opens with this settlement report already selected. Cash advance types aren’t listed here.
  3. Add each expense you paid with the advance, then tap Save.

NOTE:

  • The cash advance item can’t be edited or deleted.
  • Expense items you add can be edited or deleted while the report is Open or Rejected.
  • The settlement report itself can’t be renamed or deleted.

 

Step 8 - Submit the settlement
  1. Tap Submit Report and confirm.
  2. Your approver is notified.

The report total tells you the result:

Report total What happens
Negative (shown in red) You spent less than the advance. The unused amount is deducted from your payroll.
Positive You spent more than the advance. The extra amount is paid to you through payroll.

 

Part C - Approve a Cash Advance (Manager)

Step 9 - Open the approval task

When an employee submits, you receive a push notification:

  • Cash advance request needs your review
  • Cash advance settlement needs your review

Tap the notification to open the task. You can also go to Task list and open Claim report require an approval.

 

Step 10 - Review and decide
  1. Check the report. It shows the submitter, the Cash Advance Request or Cash Advance Settlement label, and the total.
    • On a settlement, the cash advance appears as a negative item, followed by the employee’s expenses.
  2. Tap any item to view its details.
  3. Tap Approve, or tap Reject and add an optional reason.

NOTE:

After you approve a request, HR reimburses it on the web. After you approve a settlement, HR sends it to payroll.

Learn More: How to Approve Cash Advance Requests and Generate Settlement Reports

 

Frequently Asked Questions (FAQs)

Q1. Why don’t I see Request cash advance?

Either your app is older than 2.14.0, or cash advance isn’t set up for your company or claim policy. Update the app first. If it still doesn’t appear, contact your HR team.

Q2. Can I request more than my available balance?

You can save and submit it, but only your available balance will be reimbursed, subject to approval.

Q3. When does my settlement report appear?

After HR has reimbursed your approved request on the web.

Q4. Why can’t I edit or delete the cash advance item in my settlement?

It records the money you received. Only the expense items you add can be edited.

Q5. Can I reimburse a cash advance or send it to payroll from the app?

No. Those HR actions are done on the web app.

Q6. I’m an approver. Why don’t I see the cash advance task?

Update your app to version 2.14.0 or later. Older versions don’t show cash advance tasks. 

 
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