Once you have connected the Expense Claims module to the Payroll module, you can transfer the approved claims to payroll, by following the below steps.
For more information on how to connect the Expense Claims module to the Payroll module, click here.
1. At HR Lounge, click on Expense Claims.
2. At the Claim Request dashboard, filter the approved claims by selecting the "Approved" filter.
3. *MANDATORY: The employee MUST be assigned to a Payroll Center, in order for the approved claim to be transferred to the payroll.
a. If the employee has not been assigned to any Payroll Center, the status will appear on the Claim Request dashboard, as shown below, and you will not be able to transfer the approved claim report to the payroll.
To add an employee to a Payroll Center, the HR Admin may do so, by following either of the below steps:
i. Settings > Payroll Centers > Edit > Assign Employees > Select employee > Submit
ii. Employee's Profile > Payroll tab > Payroll Center Information > Edit > Select Payroll Center > Save
b. If the employee has been assigned to a Payroll center, the status will appear on the Claim Request dashboard, as shown below.
4. To transfer the approved claim to payroll, tick the checkbox next to the EMPLOYEE REPORT, and click on the Send to payroll icon.
If the approved claim has been sent to payroll, the status will appear on the Claim Request dashboard, as shown below.
*IMPORTANT NOTES :
1. Only "APPROVED" claims from employees who have been assigned to a Payroll Center can be sent to payroll. Claim reports that have already been marked as "REIMBURSED" cannot be sent to the payroll anymore.
2. You do not have to click "Mark as Reimbursed" before sending the approved claim(s) to payroll, as once the approved claim has been added to the payroll and the payroll has been completed, the claim report status will auto-change to "REIMBURSED" at the Claim Request dashboard.
3. If an approved claim has been sent to payroll, the claim report can still be Cancelled or Re-opened from the Claim Request dashboard, ONLY if the payroll has not been completed and is still in the draft stage. The "CANCELLED" or "RE-OPENED" status will then be auto-updated in the Payroll module as well.
4. However, once the approved claim has been sent to payroll, and the payroll has been completed, the claim report will automatically be marked as "REIMBURSED" and you will not be able to make further modifications to the claim report at the Claim Request dashboard.
5. You may refer to the ACTIONS column on the Claim Request dashboard, to view the history and full activity timeline of the claim report.
6. Before sending an approved claim to payroll, kindly ensure that the currency used in the approved claim matches the currency used in the Payroll Center.
For example, the Payroll Center is based in Malaysia and is therefore using Malaysian currency (MYR RM). Then, the "Amount in local currency" used by the employee when creating the claim report must also be in Malaysian currency (MYR RM).
Lastly, the Office that the employee belongs to, must be in the same country as the country used in the Payroll Center. For example, if the Payroll Center country is Malaysia, then Office that the employee has been assigned under, must also be located in Malaysia.
If the above conditions are NOT met, you will NOT be able to send the approved claim to the payroll.
For more information on how to manage the approved claims in the Payroll module, click here.