💴Expense Management

Step-by-step guide to how managers can manage the employee expense requests

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.

For any query contact [e-mail]

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.

For any query contact [e-mail]