When an employee submits an employee claim, the approver can be their manager, any Admin level user, or any Finance level user. Approvers are set by going to:
Administration > Company > Settings > Expenses > Expense settings
Once on this page, go to the Approvers section, and select your approver:
If set to 'Employee Manager', their manager will see a task in the workflow section of their HRWize home screen (1), and will also receive an email notification (2):
Unlike timeoff requests, timesheets, HR level users are not included in the approval process for expense claims raised by an employee in their company. This means that although there's an expense claim pending approval, the HR level user will not see it in their workflow area on their home screen.
For some businesses, this can be an issue if the employee's manager is on holiday or off sick, there's no one available to approve the employee's expense claim.
Although HR level users cannot approve expense claims by default, it's possible to create a custom workflow to include HR level users who are then able to approve or decline the expense claim.
To create a custom workflow, go to:
Administration > HR > Workflows
Clicking on the 'Add' button, you can create an Approval Workflow for Expenses:
This workflow only requires a single step that requires approval:
There are different options for how you want to include HR as an Approver, this first option includes members of the HR mailbox as a recipient of the workflow notice that will appear on their Natural HR home screen.
Setting the recipients to be both the employee's manager and members of the HR mailbox means that the manager will see the approval request as a workflow notice on their To Do List.
If the manager approves the expense claim then the expense claim approval workflow notice will be removed from the HR level user home screen. Alternately, if the manager is unable to approve the expense claim due to absence, then the HR level user can approve the claim via the workflow notice on their home screen, and the workflow notice on the manager's home screen will be removed.
Please Note - Using this method, the HR level user will see all expense claims pending approval.
You may not wish your HR level users to see all pending expense claims, in this case then, the recipient of the workflow step will just be the employee's manager.
In this case, the HR mailbox will receive an email notification as part of an escalation, here we have set the escalation to 5 days. The manager will see the expense claim approval notice on their home screen as above, however in this example, if the manager does not approve or decline the expense claim within 5 days;
The HR mailbox members will receive an email like this. The HR level user can click on the 'Action Now' button, and after logging into HRWize:
The HR level user can then review the claim and Approve or Decline as appropriate. The workflow notice on the manager's To Do List will also be removed.
HRWize
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