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All Employees shall have access to create Expense Claim Requests. The employee can create an Expense Claim Request, view the created request at any point. The employee who created the request can cancel the request until it is approved completely.

Creating Expense Claims Request in FOX HR

When the employee clicks on the ‘Expense Claim Request’ card on the Employee Requests page, the system shall navigate to a new screen for creating the Expense Claim Request. On top of the page, the path of the page shall be displayed as ‘Employee Requests / Expense Claim Request.’

The screen shall have the following fields for the employee to enter the details:

• Expense Claim Summary- The description for the expense claim requests shall be captured in this field. This field shall be a text field for the user to enter the description. This field is mandatory.
• Comments – The employee shall be able to enter any comments regarding the Expense Claim Request in the ‘Comments’ field. This shall be a text field and non-mandatory.
• Expense Claim Details – The user shall be able to add the claims one by one and attach the respective bills in the details section. There shall be an option to create a new row for adding the individual claim.

By clicking on the add button, the system shall show a grid with the following fields:

• • Date – The date of the claim shall be captured from a date field with a date picker; this field is mandatory.
  • Description – The description for the claim shall be entered in this field, this field shall be a text field, and it’s mandatory.
  • Amount – The amount for the claim shall be entered in this field. This field shall be a numeric field and a mandatory field.
  • Attachment – There shall be an option for the employee to attach files related to the specific claim. Attachment is not a mandatory option.
  • Action – There shall be an option to Edit the fields in the grid and have an option to delete it completely.
  • Total Claims – The system shall show the total value of all claims in the grid. This total shall be dynamic, and whenever a grid is added, the total should be calculated and displayed.

• • • If there are no rows added, the system shall, by default, show a text ‘No Details Added.’
    • At least one row should be there to submit the Expense Claim Request.

Submit – There shall be an option to submit the Expense Claim Request. Once all the mandatory fields are entered, the user shall submit the request. Once submitted, the request will be saved and moved for approval. The submitted Expense Claim Request shall be available in the ‘My Request’ tab in the Dashboard for the employee to view. Once submitted, the system shall navigate back to the Dashboard screen.

Cancel – If the user does not want to submit the request, then the user can click on cancel, which will cancel the request without submitting/processing further. Once cancelled, the system shall navigate back to the Dashboard screen.

Viewing an Expense Claim Request

The employee who has created the Expense Claim Request shall view the Expense Claim Request at any time by going to the ‘My Requests’ tab under the Dashboard. The employee who has created the Expense Claim Request can cancel until the request is approved completely.

The Approvers can also view the Expense Claim Requests from the ‘Action’ tab under the Dashboard. The Approvers are the users who are available in the Workflow levels for the Expense Claim Requests.

Each Expense Claim Request shall be shown under the ‘Actions’ tab and ‘My Requests’ tab in the dashboard. On clicking on the option, the system shall navigate to a new page with complete details of the Expense Claim Request.

The page shall be divided into four areas, namely Header, Request Details, Workflow Status, and Workflow Comments.

In the Header area of the page, the following details shall be available:

• Request Type – The title of the Request shall be displayed. In this case, the title shall be ‘Expense Claim Request.’
• Date of creation of the Request – The date of creation of the Expense Claim request shall be displayed. The date format should include the date and time.
• Cancel Request – There shall be an option for the employee who has created the request to cancel until the request is approved completely. The person who has created the request can only cancel the request, so the ‘Cancel Request’ button shall be visible only for the employee who has created the request.
• Employee Profile Photo – The profile photo of the employee shall be displayed. The photo shall be visible only to the approvers, not to the employee who has created the request.
• Employee ID – The ID no: of the employee shall be displayed. The Employee ID shall be visible only to the approvers, not to the employee who has created the request.
• Employee Name – The Employee Name of the employee shall be displayed. The Employee Name shall be visible only to the approvers, not to the employee who has created the request.
• Job Title – The Job Title of the employee shall be displayed. The Job title shall be visible only to the approvers, not to the employee who has created the request.
• Request Status – The status of the Requests shall be displayed. The various statuses of the Requests are ‘Pending,’ ‘Cancelled,’ ‘Approved,’ and ‘Rejected.’ There shall be a specific color code for each status as the background color of the Requests Status text.
• Approve – There shall be an option to approve the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, the approve/reject button shall not be visible.
• Reject – There shall be an option to reject the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, the approve/reject button shall not be visible.

In the Request Details area of the page, the following details shall be available:

• Expense Claim Summary- The Expense Claim Description from the Request shall be displayed.
• Comments – Any comments entered in the Expense Claim Request shall be displayed.
• Expense Claim Details – The details of the claims shall be displayed in a grid, and the grid shall have the following fields:
  • Date -The date of the claim in the request shall be displayed.
  • Description – The description of the claim in the request shall be displayed.
  • Amount – The amount of the claim in the request shall be displayed.
  • Attachment – The attachment of the claim in the request shall be displayed.
  • Total Claims – The Total Claims in the request shall be displayed.

In the Workflow Status area of the page, the following details shall be available:

The workflow levels for the Expense Claim Request shall be displayed in card views. Each workflow level shall have a card. Each card shall have the following details:

• The sequence of the Workflow level – The sequence of the workflow level shall be displayed at the top of the card. This will be in a numeric sequence starting from ‘1’ till the end of the workflow level. The sequence number background shall be in colors with respect to the status of the workflow level.
• The status of the Workflow level – The status of each workflow level shall be displayed. If the status is pending, then it will show ‘Pending’. If it’s approved, it will show status ‘Approved’ with the date/time of approval. If the status is rejected, then it will show status as ‘Rejected’ with the date/time of rejection. If delegation is provided by any of the approvers in the workflow level, then that also should be notified. If the user cancels the request, that status also needs to be displayed between the levels.
• Profile Photo of the Approver – The profile photo of the approver shall be displayed.
• Name of the Approver – The name of the approver shall be displayed.
• Job Title of the Approver – The Job Title of the Approver shall be displayed.
• Received Date/Time – The date and time in which the approver receives the request in the workflow level shall be displayed. If the workflow level didn’t receive the request for action, then the Received date/time will be blank.

In the Workflow Comments area of the page, the following details shall be available:

There shall be an option for the users who have access to view the details of the request to put comments at any point in time. The comments entered will be tagged against the user with the timestamp.

• Name of the person – The name of the person who put the comment shall be displayed
• Date/time of Comment – The date and time the comment is added shall be displayed.
• Comment – The comment shall be displayed.
• Add new Comment – There shall be an option for the user to add new comments by clicking on the Add button.
  • The Comments shall be sorted in the descending order of the creation date of the comments. The view of the comment shall be dynamic. i.e., the viewing employee’s comments shall be right-aligned, and other comments shall be displayed in the left-aligned.

There shall be a ‘Back’ button to close the detailed request view page. On clicking on the ‘Back’ button at the end of the page, the system shall navigate back to the Dashboard page.

After the request is approved completely, a task will be created to the task executor defined in the Workflow management of Expense Claim Request, putting the details of the Expense Claim Request as a task so that the executor can create the ‘Out of Payroll’ transaction to pay the Expense Claim amount to the employee.

Notification

When the employee submits the Expense Claim Request, a notification will be triggered to the first approver. For Expense Claim Request, a push notification shall appear for the first approver near the right top of the web page. Also, there will be an Email notification for Expense Claim Request to the approver, requesting to view and approve the request. The approver can either go to the dashboard and approve the request from his ‘Action’ tab or the mail notification; there shall be an option to approve the request directly.

To sum up

Employees can claim expense requests in FOX HR easily and can seamlessly track the request’s status. The employee can cancel the request before it is approved finally.