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What to Prepare Before Filling In Your Expense Claims Template

Part of the Expense Claims data migration series for new brioHR clients. This article covers: What data you'll be providing; Get ready: a quick readiness checklist.

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; the Expense Claims migration template from your IM; Employee List loaded and verified (Profile & Dashboards)

 

This article is part of the Expense Claims data migration series. It follows the Expense Claims Data Migration Guide (PDF).

What data you'll be providing

Your data lives in one template, the Expense Claims Migration Template. Your IM will share it with you. Make your own copy (File > Make a copy) or download it as an Excel file before you fill it in. It has five tabs:

TabWhat you provide
General & Approval WorkflowYour claims cut-off date, how far back expenses can be claimed, your default approval workflow, and the HR and Finance people who approve claims.
Approval workflow (details)Any other workflows (by claim group, job grade, department, office or amount).
Claim TypesEvery claim type with its account code, expense type, rates, attachment rule, limits, claim group and payroll pay item.
Claim PoliciesEach policy: who is eligible, which claim types and limits it includes, and its approval workflow. Skip it if one policy fits everyone.
Claim history that has limitThis year's claims for claim types with a limit, so balances start in the right place.

💡 Tip

The template has hidden reference tabs that hold dropdown lists. Leave them as they are, and only fill in the five tabs above.

🔗 Related article

Get ready: a quick readiness checklist

Get readyWhy
☐Your Employee List is complete (see the Profile & Dashboards guide): office, department, job title, job grade, employment type, gender and manager email for every employee, and a head for each org unit (for example each department or division) if a workflow uses one.Approvals and policy options rely on these details.
☐Finance has confirmed your claim types, with their account codes, rates (per km, per day) and limits.Employees only see claim types that are set up and added to their policy.
☐If you have more than one claim policy: you know how each differs, who is eligible, and which employees belong in each. You also know who doesn't make claims at all.Everyone starts in the Default policy and isn't moved automatically. Employees who don't claim can be set to Not applicable.
☐You have decided whether to use claim groups, and if so, which claim types go in each.Groups give claim types their own workflow, but a report can only hold one group's claim types.
☐You have mapped out your approval workflows, including any approval thresholds, the full names of any specific employees who approve, and the HR and Finance people who approve (Claim Assignees).Claims go to the wrong person, or no one, if a workflow is not what you intended.
☐If you pay claims through brioHR Payroll: you know which pay item each claim type is paid under.Claims cannot be sent to payroll without a payroll connection.
☐You can export this year's claims (1 January to go-live) for every claim type with a monthly or yearly limit.Without it, every limit starts at zero and employees can claim more than their entitlement.
☐You have decided whether claims still in progress at go-live will be finished in your old system or brought into brioHR.So nothing is paid twice or missed.
☐You have decided whether employees can claim in foreign currencies, and whether you want ScanReceipt (OCR) switched on.Your IM sets these up during configuration.

← Previous: How Expense Claims Work in brioHR: Claim Journeys, Claim Policies and What Happens After Migration

Next: How to Fill In the General & Approval Workflow and Approval Workflow (Details) Tabs →

Back to Expense Claims Data Migration and Verification: Start Here

 

Ownership

By: Aqilah