Removal crew members can incur expenses that count as business costs. When they submit these via the Bas app, you can effortlessly check and approve them via the back office. This way you keep an overview and can process the costs easily.
To view the list of outstanding expense claims, simply go to 'HRM' in the main menu, then click 'Expense Claims', which you'll find in the tab menu.
Expense claim workflow
When an employee submits an expense claim, it automatically gets the status 'Pending'. Is there a mistake in the expense claim after all? No problem. You can 'Reject' it with a comment, after which it gets the status 'Rejected'. The employee can then update the expense claim with the correct information via their employee app, or cancel the expense claim entirely. Cancelling can of course also be done via the back office. In that case, the expense claim gets the status 'Cancelled' and disappears from the overview of expense claims to be approved.
Is the expense claim completely in order? Then you can 'Approve' it. Here you have the option to change the amount and leave a short message. The status is then changed to 'Approved'. From this point you can still 'Cancel' the expense claim, or mark it as 'Paid'. If you mark the expense claim as paid, you can indicate when and how much will be or has been paid.
Expense claims overview
For the expense claims overview, we've introduced our new tables. You can now arrange these entirely as you wish. Plus, you can also export the overview to Excel, CSV or even print it. For more details about our new tables, click here.
In this overview you'll find all the important information about the expense claims. By default, the overview only shows expense claims that haven't been cancelled or haven't yet been marked as paid. So you see the date of the expenses, who incurred the costs (with employee number), what the costs were exactly (according to the employee), which category the costs fall under, what the total amount was and, of course, the status of the expense claim.
Adding an expense claim
Generally, the employee will submit the costs via the Bas employee app. But suppose you want to claim costs yourself for once. Simple. Click the 'Add expense claim' button and fill in the required information. If you have a receipt, you can upload it too. Then click 'Add expense claim' to complete your expense claim. Once created, the expense claim is immediately ready to be checked.
View here a simple step-by-step guide!
Expense claim details
Whether you've entered the information yourself, or an employee has done so, all the info about expense claims can be found in the expense claims overview. Choose an expense claim and there you go, the expense claim information appears on the right of your screen. Here you'll find the description, who submitted the expense claim, the category, the amount, when it was requested and which task the costs relate to. But that's not all! You also see who rejected or approved the expense claim, who marked it as paid, when that happened and what, if anything, was said in response.
It's also possible to adjust the categories that the expense claims are organised into, if needed. Click here for documentation on how to do this.
Editing an expense claim
Removal crew members sometimes forget to link an expense claim to the corresponding task. Don't worry, you can easily correct this. Select the relevant expense claim and adjust the link in the right-hand panel under 'related information'.
View here a simple step-by-step guide!
Rejecting an expense claim
Rejecting an expense claim works like this: go to the expense claim and press 'Reject', which you'll see on the right of the screen. Then briefly indicate why you rejected it.
View here a simple step-by-step guide!
Editing an expense claim by the employee
Has an expense claim been rejected? The employee will see this straight away in the employee app. They can then change or cancel the expense claim themselves.
Click here to go to the documentation for the employee!
Approving an expense claim
Approving an expense claim is simple: click 'Approve' on the right of your screen for the relevant expense claim. Don't forget to leave a comment and enter the amount you're approving.
View here a simple step-by-step guide!
Processing an expense claim as paid
Once an expense claim has been approved, the next step follows: payment! Once you've done that, you can mark the expense claim as paid. To do this, click the 'Mark as paid' button. Then enter the amount paid out and indicate when it has been or will be paid. After this, the expense claim disappears from the overview, but don't worry! You can still find the expense claim by filtering on 'paid' if you want to view the details again later.
View here a simple step-by-step guide!