onhr
Browse guides

Approve claims and mark them paid

Decide your team's expense claims, check receipts, enter a claim for someone, and record payment.

Claim Approvals lists the expense claims from your team. Owners and admins also record when an approved claim is paid.

Who can do this

  • Owners and admins see every claim. They can approve, reject and cancel, add a claim for any active employee, and Mark paid or Undo paid.
  • Managers see only the claims of the people who report to them. They can approve and reject pending claims only.
  • Everyone else sees "This page is for owners and admins of the workspace."

An admin cannot approve, reject or mark as paid their own claim. The workspace owner can.

Who is told

When someone files a claim, their manager is told. If the person has no active manager, every owner and admin is told instead. The person who filed it is never told about their own claim.

Steps

Approve or reject

  1. Open HR, then Financial Claims under Approvals.
  2. Find the claim in Expense claims. The Details column shows the receipt, if there is one, and how much was already approved or paid that year in the same category.
  3. Click Approve. Or click Reject, type a note in the note box if you want, and click Confirm reject.

Mark a claim as paid

  1. On an approved claim, click Mark paid.
  2. Check the date in the date box. It is the date paid, today unless you change it. It cannot be before the claim's date or after today.
  3. Add a Reference (optional), up to 100 characters.
  4. Click Confirm paid. The status changes to Paid.

To take it back, click Undo paid, then Confirm. The claim goes back to approved.

Add a claim for an employee

  1. Click Add claim for….
  2. Choose the employee, then fill in the claim form as in Make an expense claim. The claim goes into the queue as pending.

Cancel a claim

Click Cancel on the row, then Confirm. A paid claim cannot be cancelled until its paid mark is undone.

Common problems

  • "Only an approved claim can be marked as paid." Approve it first.
  • "That claim is marked as paid. Undo the paid mark first." Undo paid before you cancel.
  • "You can't approve, reject or pay your own request. Ask the workspace owner or another admin."
  • "That request has already been decided or cancelled." Someone else decided it first.

Related