Feature Overview: Employee Expenses
✅ As an employee you can scan your receipts and this will auto-populate fields in the submission form to make the process quicker.
✅ The company will most likely have set up an expense policy, outlining the limits the employees are allowed to claim on different expense categories. If this is the case, you will be able to see the policy when submitting an expense
✅ As an employee you can see a full log of every expense submitted, whether this has been approved / rejected / cancelled / pending so it's easy to track what has been submitted.
✅ Once an expense has been requested, managers are notified via email straight away. Once a manager has approved / declined an expense request, you will also be notified via email.
✅ Once approved, the expense goes straight onto your payslip and is paid as part of your monthly income.
Where To Find The Expense Feature?
Once you've logged into your Employee Space and landed on the main dashboard, you can submit an expense from two different locations on the homepage.
The “£ Expenses” tab on the menu panel will take you to your expenses summary page. Here you’ll be able to see all expenses that have been approved, rejected or pending as well as being able to input new expenses.
The blue button at the top right of the homepage will take you directly to the expense request page, by clicking on “£ Add expenses”
Ways To Submit Expenses
There are multiple ways to submit expenses through PayFit:
1️⃣ Receipt scanning (OCR)
2️⃣ Manually inputting details of the receipt
1️⃣ Receipt Scanning (OCR)
Receipt scanning allows you to either upload or take a photo of your receipt with your phone without having to manually fill in all the details.
To do this, you can choose the Add my receipt function, at which point the app will then auto-populate the relevant fields thanks to the optical character recognition (OCR) technology.
2️⃣ Manual Submissions of Receipts
With this option, you can upload a receipt, enter the expense details, and submit the total amount to be reimbursed. You can drag and drop or upload a photo of the receipt, which will auto-fill parts of the form , or you can complete it manually if you prefer.
Overview of required information when submitting expenses
A summary of the expense can be seen at the top of the screen.
Input name of the expense. Please make this as specific as possible to minimise confusion.
Choose the category that best fits your expense. You’ll also be able to see the value limit for each category in the drop-down menu.
Date of receipt.
Choose the amount and currency of expense. The app will calculate a conversion for you if in a foreign currency.
Please input VAT % (if applicable)
Please input details of expense with a comment if needed.
An attachment of the receipt as proof will be required in order to submit the expense.
After Submitting Your Expenses
Once you press submit and confirm your expense, an email will be sent to your manager to approve or reject the expense.
When a decision has been made, you will receive an email to notify you of the update.
You can also view all your expenses and their status under the “£ Expenses” section of your Employee Space.
Overview of your expense submission
On the left side, you can see a summary of all expenses that have been approved, rejected or are still pending. Click on one to open up the summary display.
The summary shows you all of the details of the expense including a copy of the photo attachment and any comment you may have made.
This shows the status of the expense.
You’re able to cancel your request at any time within the month of processing up until payroll is run (typically 3 days before payday). All cancelled requests will also show on the left side panel.
You’re able to submit a new expense from this page too.
Multi-Currency Expenses
As an employee you are able to submit expenses in a foreign currency and convert the amount in the local currency. We do this by synchronising with the European Central Bank rate (updated each day and the date of the expense will indicate the auto-conversion rate used).