Expense

FAQs related to expense claim requests

How to submit expense claim entries?

Follow the steps below to submit the expense claim entries.

Step 1: Log into the ESS portal. Go to the ‘Expense’ menu and select the ‘Request’ submenu.

Step 2: Click on the ‘Claim Entry’ tab at the top of the page and your previously submitted expense claim entries will be visible. Information such as applied date, expense cycle, expense date, expense amount and transaction number will be visible for respective expense claim entries.

In the ‘Claim Entry’ tab you will also see the status for your expense claim entries under the ‘Status’ column.

Step 3: Click on the ‘+Add’ button towards the upper right-hand corner of the screen to add a new expense claim entry. A new window will open

The system will fetch the present date in the ‘Applied Date’ field. You need to select the date on which the expense occurred in the ‘Expense Date’ field.

Special Case:Expense Cycle

If your company policies define expense cycles, then some additional fields will be visible to you as listed below. Fill in the details accordingly in the respective fields.

Expense Month – The ‘Month’ during which concerned expense occurred
Expense Year - The ‘Year’ during which concerned expense occurred
Expense Cycle - The ‘Expense Cycle’ during which concerned expense occurred.

The predefined expense cycle date ranges will appear in the ‘Expense Cycle’ drop-down. You need to select the cycle during which the concerned expense occurred.

Step 4: Once you added the above details click on the ‘+’ icon towards the right-hand of the screen to add your expenses.

Step 5: You need to add details such as expense type, mode, from date, to date, remark, and the purpose in the respective fields. Click on the ‘Choose File’ button if you want to upload any file and click on the ‘Add’ button and the expense will be added to your expense claim entry.

Special Cases

Additional Fields

Depending on your company you may find some additional fields below the ‘Purpose field. You can scroll down and provide the necessary details and then click on the ‘Add’ button.

Kilometres (KMs) Details

If your company policies require you to provide ‘Kilometers (KMs)’ details for an expense claim entry there will be a few additional fields.

For example,

The company policies make it necessary to provide ‘Kilometers KMs’ details for specific expenses such as ‘Travel’, the you need to fill in the details in the additional fields as listed below.

Start Location KMs - Reading of your vehicle’s odometer at the time you started the travel/journey
End Location KMs- Reading of your vehicle’s odometer at the time you finished the travel/journey (Reached the Destination)
Total Kms- Then the system will calculate the total distance you travelled in the field based on the values you provided for the ‘Start Location KMs’ and ‘End Location KMs’ fields.

Scroll down, and add more details such as the ‘Invoice No./Bill No.’ and the ‘Purpose’ in the respective fields. Click on the ‘Choose Files’ button to upload files such as photos of your Odometer or the invoice for the respective expenses.

Add the ‘Remark’ and once you fill in all the necessary details click on the ‘Add’ button.

Restrictions for Claim Amount

If the company policies set a limit for the amount you can claim in a month or for a particular type of expense, you can click on the ‘Remaining Amount’ button.

The ‘Remaining Amount’ pop-up will open, specifying the remaining amount for which you can submit a claim request.
If company policies don’t set any limit on the amount to be claimed in the expense request the ‘Remaining Amount’ pop-up will inform you that there is no such limit.

Step 6: Once you fill in all the necessary details according to your company policies click on the ‘Add’ button the expense will be added to your expense claim entry.

You can click on the ‘+’ icon, towards the right-hand side of the screen, again to add multiple expenses following the steps above.

For example,

We will add 2 more expenses i.e. 'Calling Expenses' and 'Client Visit' in the expense claim entry.

Restricted Expenses

If a certain expense is restricted against the expense you have already added, the system will not allow you to add a new request for that restricted/blocked expense on the same day.

For example,

If you added the expense for the expense type ‘Travel’ and the expense type ‘Stationary’ is restricted against it. If you select the ‘Stationary’ as the ‘Expense Type’ the system won’t accept that input.

You will also get a notification informing you that the expense type you are trying to select is blocked.

Step 7: You can click on the ‘Edit Icon’ at the end of the row for the respective expense to make any changes.

Step 8: You can click on the ‘Delete Icon’ at the end of the row for the respective expense to delete the expense.

Step 9: Once you have added all the expenses you need to add the ‘Remark’ and then you can click on the ‘Save As Draft’ button. The entry will be moved to the ‘Pending Claim’ tab.

You can also click on the ‘Submit’ button and the expense claim entry will be sent to the respective manager for approval.

Note:

The approval flow of the expense claim entries depends on your company policies.

Employee submits expense claim entry it goes to the Manager, once approved it goes to Finance Manager (Finance Department) for final approval.
Employee submits expense claim entry it goes to the Manager, once approved it goes to the Human Resources (HR), and once approved it goes to the Finance Manager (Finance Department) for final approval

Step 10: Click on the ‘Pending Claim’ tab to view the expense claim requests that you have saved as draft or not yet submitted. You can click on the ‘Details’ button for the respective entry to see more information.

The expense details pop-up will open where you will find details such as, expense type, from-to date, mode, purpose, applied amount, the bill if uploaded and the remark.

Step 11: You can click on the ‘View’ button to see additional information specific to the expense and another ‘Expense Details’ pop-up will open.

In this ‘Expense Details’ pop-up, along with the ‘Expense Type’ you will find information that is specific to that particular expense type and in accordance with the company policies.

For example,

When it comes to the expense type ‘Travel’ the additional details you filled in for the request such as, start location kms, end location kms, total kms, total amount and the invoice number will be visible here.

Step 12: Under the ‘Pending Claim’ tab you can also click on the ‘Edit’ button for the respective entry to make any changes.

Step 13: In the page that opens next, you can fill in details such as, the ‘Vendor Name’ and the ‘Invoice Number’ that you may have missed earlier and click on the ‘Save as Draft’ button.

Step 14: It will take you to the ‘Pending Claims’ tab where you can click on the ‘Details’ buttons for the respective entry to view the changes you made in the expense entry.

Step 15: Once you verified all the details and made any necessary edits you can click on the ‘Submit’ button. The expense claim request will be sent to the respective manager for approval.

Step 16: Click on the ‘Claim Entry’ tab to view the expense claim entries you have submitted for approval. Under the ‘Status’, column you can check the approval status for your expense claim entry.

For any queries, contact support@pockethrms.com

How to save a ‘Trip’?

Log into your ESS portal, from the ‘Expense’ menu on the left-hand side of the screen click on the ‘My Trip’ sub-menu.

Click on the screen to add a new trip. Add ‘Mode’, ‘Purpose’ and ‘Remark’. You also need to add a location for the start point of your trip and also ‘Upload Image’ proof. You can use your camera or upload a photo from your gallery and click on the ‘Save’ button.

Once you complete your trip, go to ‘My Trips’ and click on the ‘End Trip’. You need to enter details such as ‘Mode’, ‘Purpose’, ‘Remark’ and ‘Upload Image’. The system will fetch your location and you simply need to click on the ‘End’ button.

Once you click on the ‘End’ button you will get a pop-up.