How can global admin, HR manager or Expense manager approve or reject expense claims?

Expense claims need to be approved by the approvers you've defined in the policy. Approver also can define when the amount needs to be paid out and what is the mode of payment as well. Let us take a look at how you can approve these expense claims. 

To view and approve expense claims, navigate to Org (1) from the left navigation pane and select the Expenses & Travel tab (2). Select the Expenses (3) tab from here. 

On the Pending Approvals tab on this page, you can see the various expense claims submitted by the employees awaiting approval. 

You can approve any expense claim by clicking on the Approve Expense Claim Icon (Green Tick) under the Actions column corresponding to the expense claim you want to approve. 

Clicking on the icon will open the Approve Expense Claim window. Here, you can see different options. The first aspect to select is the Payment Status. Choosing an option will give you additional options. 

Yet to be paid - Choose this option if the claim amount is to be paid out to the employee at a later date. Selecting this will give you the option to choose the Payment Mode. If the payment is to be made as a part of the regular payroll, select Payroll from the drop-down. If the amount is to be paid outside of Keka Payroll, select Outside Payroll. If you are choosing to pay the amount as a part of payroll, you can also choose the Payroll Cycle in which this amount needs to be processed. You can choose between First Pending Cycle if the payment is to be made in the current payroll month or the Next Pending Cycle if the payment is to be made in the next month.   

Paid Already - This option is for the case where the payment is made outside of payroll but you want to update the details of the payment on the Keka HR portal. Choosing Paid Already will display the Payment Date option where you can enter the date on which the payment was made to the employee. 

You also have the option to enter a Reason to add any important detail related to the payment. 

Once you have made the required choices, click Approve. The approval is now complete. 

Hope this helped you understand how to approve an expense claim. More questions about managing expense claims? Get in touch with our product experts today!