Expense claims
A claim is a request to be reimbursed for money you spent on the company’s behalf. You file it with one or more line items — each an expense with its own category, date, amount, and receipt — and it goes to an approver. Once approved, it’s paid out either through payroll or as a separate payment.
The lifecycle
Section titled “The lifecycle”A claim moves through these states:
| Status | What it means |
|---|---|
| Draft | Saved but not sent. Only you can see it, and you can edit or delete it freely. |
| Pending | Submitted and waiting on an approver. |
| Returned | An approver sent it back for you to fix. Edit it and resubmit. |
| Approved | Signed off. It now waits to be paid. |
| Rejected | Declined by an approver. |
| Withdrawn | You pulled it back yourself before a decision. |
| Cancelled | Called back after approval, with HR’s agreement. |
An approved claim then carries a separate payout status — Pending (not yet scheduled), Scheduled (attached to a payroll run or a payment batch), and Paid.
Budgets
Section titled “Budgets”Most categories carry a budget — a cap on what one person can claim under that category within a budget window (typically a year). Your remaining budget is shown as you fill in a claim, and submitting places a hold against it so two claims in flight can’t quietly overspend the same budget.
Budgets are set per grade tier, so different grades can carry different caps under the same category. A grade that isn’t in any tier is approval-only — it can still claim, there’s just no budget to track it against.
Who can do what
Section titled “Who can do what”- Everyone can file claims for themselves, see their own claims and balances, and withdraw or request cancellation of their own requests.
- Approvers see the claims routed to them and decide line by line.
- Claim admins (the claim admin permission) configure categories, grade tiers, budget windows, and adjust balances.
- People with approve all can see every claim in the organization, act on any approval, and use the reports.