This compiled guide will show how to configure the Expense Module, as well as the system functionalities available to the Administrator. It will also explain what each section of the module can do.
Configuration
The Configuration page allows you to set up all the necessary settings to align with your HR or Finance policies for expense claim reimbursements.
Categories
Categories define the types of expenses employees can claim (e.g., Meals and Entertainment, Air Travel, Lodging). They allow the company to define its list of expenses that staff can file a claim for. Categories can also optionally be linked to payroll pay elements for direct payroll integration.
New Category
The steps in creating a new category are as follows:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on .
Step 4: This screen will appear. Set accordingly.
- Select the category icon or logo
- Enter the Category Name
- Optionally enter an Account Code (for accounting system mapping)
- Optionally enter a Category Remark (to provide more instructions to the staff when this category is selected)
- Optionally you can create and add a Custom Field/s (this allows you to require staff to provide additional details when this particular expense category is selected)
- Select a Pay Element to link this category to payroll (this is required only if Transfer To Payroll option is enabled)
- Enable the option 'Attachments are mandatory', if attaching a supporting documents like receipts or billing statements is required
- While the option 'Exclude Category from Payroll Transfer' is only applicable if the Transfer to Payroll is enabled but you would like to exclude this particular category from being transferred to payroll.
Step 5: Click Create Category to save. Repeat the steps to add more categories.
Edit Existing Category
You can edit the categories you have created by doing the following:
Step 1: Click on icon under the Action column of the category you wish to edit.
Step 2: The category setting will appear. Make the necessary changes.
Step 3: Click on the to save your changes.
Delete Existing Category
You can delete any existing category you have created.
Note: Do not remove any categories that users have previously used, as this will prevent you from extracting past records of that same category. You should only disable the category instead. |
To delete the category, perform the following steps:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on the icon at the Action column on the category you wish to remove.
Step 4: The system will prompt you to confirm the category deletion.
Step 5: Click on .
Step 6: The system will display this message when the category is successfully deleted.
Disabling/Enabling Existing Category
If you have a category that cannot be deleted because some employees had previously used it, you can disable it so that users will not see it in the drop-down options.
To disable a category, follow these steps:
Step 1: Go to .
Step 2: Click on the icon under the Actions column.
Step 3: The system will prompt you to confirm the disabling of the chosen category.
Step 4: Click on to proceed.
Step 5: The system will display this message when the category has been successfully disabled.
You can undo the disabling of the category should you decide to reuse it.
Step 1: Click on found at the Actions column.
Step 2: The system will prompt you to confirm the enabling of the chosen category.
Step 3: Click on to re-enable the category.
Step 4: The system will display the following message upon successful enabling of the category.
Mapping Categories for Reimbursement into the Payroll Module
You can reimburse approved expenses into the Payroll module by mapping each expense category to the respective pay element on Payroll.
NOTE: Please make sure the pay elements you want to use are already created in Payroll before proceeding. |
Step 1: On the Categories page, put a tick into the option: Transfer to Payroll.
Step 2: In the category list below, click on the icon under the actions column.
Step 3: A pop-up window will appear. Set the pay element you want to map to the corresponding expense category.
NOTE: The dropdown options will only show pay elements that are under the element type Reimbursement. If you would like to exclude a specific category from payroll transfer even when Transfer to Payroll is enabled, tick the Exclude Category from Payroll Transfer option within that category's settings. |
Step 4: Click to save your setting. Repeat the steps for all other categories.
Currencies
Currencies allow you to add in different currencies in which your staff might be using to file their expense claim. To configure the currencies, you can do the following:
Step 1: Click on .
Step 2: Click on .
Step 3: You can choose whether you want to use the online exchange rate, as well as whether you allow your staff to manually edit the exchange rate.
|
Note: a. At the initial setup, you will be able to change the Base Currency field. Once an expense has been submitted or utilised, the base currency field cannot be changed anymore. b. The primary online currency exchange engine used is https://www.mas.gov.sg/currency. If the currency being used is not available in the primary currency exchange engine, the alternative is https://openexchangerates.org/. c. You can allow users to edit the exchange rate if this option is ticked. |
Adding New Currencies
You can add new currencies that fit your company requirement. To add new currency/currencies, simply do the following:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on .
Step 4: Select the currency you want to include.
Step 5: The system will automatically select the currency symbol for you.
Step 6: Click on .
Deleting Unused Currencies
You can remove any currencies that your company does not use. Note that the system will validate and will not allow you to delete a currency that has already been used.
To delete, please follow the steps below:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on the at the end of the currency you wish to remove.
Step 4: The system will display a pop-up message to confirm deletion of the currency.
Step 5: Click on the button to confirm the deletion.
Step 6: The system will display the following message upon successfully deleting the currency.
Preferences
Expense fields customisation allows the Administrator to set the preferred fields to use in the expense form. You can also set whether the fields should be mandatorily filled in by users or if they are optional.
The steps to set up the fields are as follows:
Step 1: Go to .
Step 2: To select a preferred field, click on the pencil icon and add Expense Claims on the box. Click the green disc icon to Save.
Step 3: To make the field mandatory, add Expense Claims on the provided box and save.
Other Preferences
– If you would like approvers to be able to edit employee submitted claims, you can enable the option in this section. You will also have the option to notify the employee of any claims that were amended. The employee will receive an email notification with details of the information that was amended.
Restrict Claim Submission – Tick this option if you would like to set a deadline for when employees can submit their claims. You can specify the number of days within which claims must be submitted, defining the validity period for the claims.
Transport
For employees using their own private cars or motorbikes, the Transport option allows them to submit a transport claim based on the distance travelled and the mileage rate configured in your account. To set up the Transport settings, follow the steps below.
Step 1: Go to the Transport tab.
Step 2: Tick the box to enable the transport claim option.
Step 3: Select the default unit in this field, either Kilometer or Mile.
Note: Initially, you will be able to change from kilometer to mile and vice versa. But once the transport claim has been submitted with the default unit set, you will no longer be able to change it. |
Step 4: Indicate the default expense categories for the two different transport claims into these fields. Refer to your Configuration settings.
Step 5: You can choose to enable these options to allow users to edit the rate and distance.
NOTE: If any of these options are ticked, users will be able to overwrite the system-calculated rate and distance. |
Step 6: Click to save your settings.
Setting Mileage Rates
Step 7: Click at the bottom left of the page.
Step 8: A pop-up window will appear where you can indicate the start date, transport type, and rate.
- Start Date – default will show the current date. Adjust accordingly.
- Transport Type – set for either car or motorbike.
- Rate – input the rate of the selected transport type, which the system will use for computation.
Taxes
JustExpense allows you to configure and add new tax requirements, as well as delete taxes that were created.
Add New Taxes
To add in a new tax, perform the following steps:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on .
Step 4: Enter Tax Name at .
Step 5: Enter Tax Rate at .
Step 6: Click on to save the tax.
Edit Tax Rate
If you made a mistake in keying in the name or the rate, you can easily edit the tax rate by following these steps:
Step 1: Click on .
Step 2: Click on .
Step 3: Click on the at the tax rate that you wish to change.
Step 4: Click on the to save the change.
Delete Tax Rates
You can delete Tax Rates that you will no longer require.
Step 1: Click on .
Step 2: Click on .
Step 3: Click on the at the Actions column.
Step 4: The system will prompt you to confirm the deletion of the chosen rate.
Step 5: The system will display the following message upon the successful deletion of the rate.
Projects
The admin can manage expenses by projects.
Create New Project
Step 1: Go to the Projects tab.
Step 2: Click on the upper right side of the screen.
Step 3: A pop-up window will appear. Fill in the necessary details.
Step 4: Click Save.
Edit/Disable/Re-enable Project
Once a project has been created, you can easily go in and modify the details.
Step 1: Click the relevant icon under the Actions column.
– edit
,
– disable/re-enable
– delete
Step 2: When you disable, re-enable, or delete a project, a pop-up message will show. Click the button to proceed.
NOTE: Projects can be enabled or disabled whether or not they have been associated with any submitted expenses. However, any project that has been used cannot be deleted. |
Administration
The Administration pages allow you to manage who can access the Expense module and define their respective roles and permissions.
Employee Setup
Expense Users
Step 1: Go to .
Step 2: Click on .
Step 3: You will see the page below:
Step 4: On the sub-tab, you can see the list of Expense users, their expense roles, and whether they can claim on behalf of others.
Step 5: If you would like an employee to be able to submit expense claims on behalf of another employee, click on the icon.
Step 6: You will then be able to add who the employee will be able to claim for from the dropdown menu "Claim for others". Multiple employees can be selected.
Step 7: Click on to confirm selection. This will direct you back to the main expense users page where you will be able to see the saved information.
More guides:
- How to submit claims on behalf (Web): https://support.justlogin.com/hc/en-us/articles/9089714927257
- How to submit claims on behalf (Mobile): https://support.justlogin.com/hc/en-us/articles/8933030787609
- How to set up approval: https://support.justlogin.com/hc/en-us/articles/7326783681177
Assign Expense Users
Step 1: The sub-tab shows the list of staff who are assigned as Expense users.
Step 2: To assign a staff member as an Expense user, put a tick under the Expense user column.
Role Setup
On the tab, you can see a list of the roles available in your system, a brief description of each role, and the tasks that can be performed. You can also create new roles as per your company's requirements.
Add New Role
Step 1: Click on .
Step 2: You will be brought to this page:
- Input the Name of the new role.
- Input a brief description.
- Indicate the access that this role can have:
- View All Reports
- Approve All Reports
- View All Reimbursement Reports
- Reimburse Reports
- Reimburse All Reports
Step 3: Once done, click on .
Claims
This section allows users to view, create, and submit expenses, as well as generate reports.
On the Approver's end, this is where they can see the tasks that are pending their approval.
The Administrator can reimburse the expenses once approved and have them transferred into Payroll when needed.
The claims section is divided into 4 parts as can be seen in the image below:
Expenses
On the tab, this is what you will see:
Reports
On the tab:
Reports Tab – This is where users can view submitted reports and create a report to compile all the different expenses into one. (This tab is available to all.)
Approvals
On the tab:
Approvals Tab – This is where approving officers can view, approve, or reject any pending tasks. (This tab is only available to those assigned the approver role.) However, the Expense Administrator and Super Admin can access "All Company" to take action on behalf of a staff member's Direct Approver.
Reimbursements
On the tab:
Reimbursements Tab – This is where the Expense Administrator can view approved reports and reimburse accordingly. Once reimbursed, the expense will appear in the Payroll module of JustLogin. (This tab is only available to the administrator.)
To Reimburse an Expense Claim via Payroll
Step 1: Put a tick beside the expenses you would like to push into the Payroll Module:
Step 2: Click on button in the lower right corner of your screen. Once done, the reimbursed expenses will appear in Payroll.
NOTE: You will be able to see it on Payroll > Payrun Dashboard > Process Claims. |
Reports
This is where you can generate and extract reports based on their status. Reports can be downloaded in PDF format for individual Expense Report copies or as a CSV file containing a list of Expense Reports.
Expense Reports
This section allows you to generate reports for the expenses submitted. There are two different kinds of reports that can be generated:
Expense Reports: Will show the details of the submitted report as well as the status. The search parameters can be based on a period of coverage and/or the status of the expense, and can also be filtered by department.
Admin can also download a PDF copy of the individual report submitted by clicking on the link under the column.
If the expense includes a photo and attachments, they will be included in the PDF copy of the report. The attachments can be accessed by clicking the link, and there is an option to download the file once opened.
Expense Summary
Expense Summary Report: Will show the expenses incurred as well as the amounts of each, based on the period of coverage indicated, category, employee name and/or status, as well as the department. This report can be downloaded as an Excel file by clicking on the button.