> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/ess-portal/manager/expense-management.md).
# Expense Management
Step-by-step guide to how managers can manage the employee expense requests
### **Manager: Reviewing Expense Claims**
Managers are notified by email and through the ESS Portal notification bell when an employee submits a claim.
* Review the claim, then **Approve** or **Reject** it; multiple claims can be actioned together
* If the **Approval Matrix** is configured for multi-level approval, the claim moves to the next manager only after the first approves
The employee is notified of the outcome by email and through the ESS Portal.
### **Responding to Expense Entries as a Manager**
**Step 1**: Log into the **ESS portal**, go to the ‘**Expense**’ menu and click on the **‘Approval’** submenu.
**Step 2**: Click on the **‘Manager Approval’** tab. Select the ‘**Month**’ and the ‘Year’ in the respective fields and click on the ‘**Search**’ button. The entries for the selected timeframe will appear below.
**Step 3:** To view expense entries for an individual employee select an employee name or code from the **‘Employee’** field, followed by selecting the ‘**Month**’ and the ‘**Year**’ and click on the **‘Search’** button. The expense entries from the employee in the selected timeframe will appear.
**Step 4**: Click on the ‘**Details**’ button for the respective expense entry to view the Details.
**Step 5**: The **‘Expense Details’** pop-up will open where you can find details of all the expenses in the expense entry. To get more information about the expense click on the ‘**View**’ button in the ‘**Details**’ column.
**Step 6**: A pop-up will open where you can view additional information which is specific to the certain expense type. Click on the ‘**Close**’ button to close the ‘**pop-up**’.
**Step 7:** In will take you back to the ‘**Expense Details**’ pop-up. The column ‘**Applied Amount**’ shows the amount the employee asked for, and in the **‘Approved Amount**’ column you can enter the amount you want to approve for the respective expense.
**Step 8:** Select the radio button in the ‘**Accept**’ and the ‘**Reject**’ column to take respective actions for the expenses. You can also click on the ‘**check box**’ in front of the ‘**Accept**’ and the '**Reject**’ option/column name, to select all the expenses in the expense entry.
**Step 9:** It is mandatory to enter your comment in the ‘**Manager Note/Reject Reason’** and the ‘**Manager Remark**’ in the respective fields. Click on the save button to submit your response.
**Step 10**: You will get a notification asking if you are sure about saving your response as you can’t edit/change your action later.
* Click on the ‘**Cancel’** button if you want to reconsider your response or edit it.
* You can click on the ‘**Ok**’ button to confirm your response and the expense entry
Once you click on the ‘**Ok**’ in the notification your response will be submitted.
Your response (Accepted/Rejected) to the expense entries will be submitted to finance manager/HR for further approval.
**Step 11**: On the **‘Manager Approval’** page, you can select,
1. Specific entries
2. All the entries present on the current page
3. All the entries present in the system
#### Specific expense entries
If you want to select specific expense entries from the **‘Manager Approval’** page, select the radio buttons in the ‘**Accept**’ or ‘**Reject**’ column for respective action. Add a remark in the respective field and click on the ‘**Save**’ button to submit your response.
As this action is irreversible you will get a notification asking if you are sure about the action. The notification will also specify the number of entries selected for the response.
* Click on the ‘**Ok**’ button in the notification to confirm your action.
* Click on the ‘**Cancel**’ button in the notification if you are not sure about your action.
Once you click on the ‘**Ok**’ in the notification your response will be submitted for the selected entries.
#### All the expense entries present on the current page
You can select the respective checkbox for the ‘**Accept**’ and the ‘**Reject**’ to select all the expense entries on the current page. Click on the ‘**Save**’ button to submit your response.
The ‘Remarks’ as accepted/rejected will also be auto-filled for the entries on the current page.
As this action is irreversible you will get a notification asking if you are sure about the action. The notification will also specify the number of entries selected for the response.
* Click on the ‘**Ok**’ button in the notification to confirm your action.
* Click on the ‘**Cancel**’ button in the notification if you are not sure about your action.
Once you click on the ‘**Ok**’ in the notification your response will be submitted for expense entries on the current page.
#### All the expense entries present in the system
You can use the **‘Approve All’** and the **‘Reject All’** buttons to select all the expense entries in the system and the ‘**Remarks**’ as accepted/rejected will be auto-filled for all the expense entries in the system. That also includes the entries that are not visible on the current page.
As this action is irreversible you will get a notification. This notification intends to make sure that you want to submit your response for all the entries and it also shows you the exact number of entries selected.
* Click on the ‘**Ok**’ button in the notification to confirm your action.
* Click on the ‘**Cancel**’ button in the notification if you are not sure about your action.
Once you click on the ‘**Ok**’ in the notification your response will be submitted for all expense entries present in the system.
Your response (Accepted/Rejected) to the expense entries will be submitted to finance manager/HR for further approval.
#### **Expense Tracker**
Clicking the **Tracker** button under the **Action** column opens the **Expense Request Tracking** window, which shows the current approval status of the expense request. Under **Expense request**, each approval level is listed with the approver's name and status — for example, **Level 1** and **Level 2**, each shown as **Pending** until that approver acts. Once the request clears all approval levels, it moves to the **Finance** stage, shown as **Waiting** until finance processes it, along with the date.
### **How to download expense reports as a Manager?**
If managers want to download the expense reports they can go to the ‘**Expense**’ menu and then click on the **‘My Team Report’** submenu.
Under the **‘Manager Report’** tab select the ‘**Status**’, and **‘Date Range’** and click on the search button. You can easily download it by clicking on the **‘Download Excel’** button.
Managers can download reports for an individual **‘Employee’** by entering their employee code.
[**Path Link:** ](https://ess.pockethrms.com/Expense/Reports/MyTeamExpenseReport?Menu=expensemanagerreport)[**https://ess.pockethrms.com/Expense/Reports/MyTeamExpenseReport?Menu=expensemanagerreport**](https://ess.pockethrms.com/Expense/Reports/MyTeamExpenseReport?Menu=expensemanagerreport)
For any query contact
