In this article: 

• Before Starting
• Types of Adjustments
• How to add an expense or allowance adjustment
• How to edit or delete an expense or allowance adjustment
• How to review expenses and claims 
• Frequently Asked Questions

Before Starting

• Please submit only one expense per expense claim. 
• All expense and allowance adjustments must be reviewed and approved by the employer and then approved by Deel. 
• Expenses must be supported by a receipt or invoice in order to meet local regulatory or legal requirements. Where applicable, additional local requirements and information can be found inside the Employee FAQ on the app.
• Deel may reclassify the expense or adjustment to meet local rules and regulations. Deel may also request additional supporting information from the employee.
• Adjustments approved before the payroll cut-off date will be processed in the current month's payroll. Any adjustment approved after the payroll cut-off date will be processed in the next month's payroll.

Types of Adjustments

Expenses are reimbursable costs incurred by employees for legitimate business purposes in the course of their employment. Business expenses are usually not taxable but may be subject to certain limitations in some jurisdictions.

Allowances are fixed amounts paid by the company as a benefit to employees. Allowances are usually taxable. In some jurisdictions, certain allowance categories may not be taxable, subject to certain limitations. Allowances can be pro-rated, but individual country legislation on pro-rated allowance pay will vary.

Bonuses: an additional payment that a client can add to a worker's salary as a reward. It is usually taxable.

Signing bonuses: a one-time payment made to a new employee upon accepting a job offer. It is usually taxable.

How to Add an Adjustment

✅ Step 1 – Select Expenses & Allowances

From the home page, EOR employees can Expenses & Allowances in the Quick Access card. 

Direct employees must first click on their contract to open the contract overview page, and from there click the Add Expense button

✅ Step 2 – Add Item details

Click on the Add Item button and fill in the required information. 

Employees must specify the type of adjustment, the amount, and provide an item description. Additionally, they must attach a supporting invoice or receipt for any expense.

✅ Step 3 – Click on Submit Item

The adjustment is added and is filed as Pending while awaiting approval from the employer.

How to Edit or Delete an Adjustment

Once an adjustment is added, employees can edit or delete it as long as it’s awaiting approval from their employer.

Employees can also see submitted expense requests made in past and upcoming cycles, and filter down to a specific expense type or date range.

✅ Step 1 - Open your Expenses tab

✅ Step 2 - Select the pending adjustment to be edited or deleted 

Click the blue Edit Expense button at the top right to edit an expense. Click Yes to confirm.

To delete an adjustment, click the red Delete button at the bottom. Click Yes to confirm.

Frequently Asked Questions

[ACCORDION]When will the expense or allowance adjustment be paid?

Adjustments approved before the payroll cut-off date will be processed in the current month's payroll. Any adjustment approved after the payroll cut-off date will be processed in the next month's payroll.

[ACCORDION] Which worker types are able to submit expenses, and how?

The entry points on Deel to open the expense window and submit expenses vary depending on the worker contract type.

EOR EMPLOYEES can add expenses by:

1. From the home page, select Expenses & Allowances in the Quick Access card, then click the Add Expense button.
2. Or, EOR employees can click on their contract to open the contract overview page and from there click the Add Expense button.

INDEPENDENT CONTRACTORS can add expenses by:

1. Select the Finance icon>Expenses tab, then click Add Expense.
2. Or, contractors can select Expenses in the Quick Access card.
3. Or, an independent contrctor can click on their contract to open the contract overview page and from there click the Add Adjustment button. Once in the Add Adjustment pop-up, the contractor can select Expense as the type of adjustment.

For Independent Contractors, please note that in the Quick Access home page card you will select the menu called "Expenses"; but if accessed via the contract overview page you must select the button called "Add Adjustment" (and then the select Expense as the type in the dropdown)

DIRECT EMPLOYEES-PAYROLL can add expenses by:

Click on their contract to open the contract overview page and from there click the Add Expense button. This is the only way.

PEO EMPLOYEES can navigate to the Expenses tab under the Finance icon. From there, they can click Add Expense. Expenses can be added manually or by uploading files.

[ACCORDION]What to do if the expenses or allowance haven't been approved yet?

Deel will send reminders to the approvers about outstanding adjustments. Employees may also contact their employer at their own discretion to request approval.

[ACCORDION]If a mistake was made in the adjustment, is it possible to fix it? 

Yes, if the adjustment has not been approved, it is possible to edit or delete it and submit a new one if required. However, if the adjustment has already been approved, please contact customer support for assistance.

[ACCORDION] Why was the expense submission reclassified?

Employees can check the reason for the reclassification by reviewing the expense on their Expenses Overview page. 

Step 1 - Select Expenses & Allowances on the home page 'Quick Access' card

Step 2 - Click Expenses & Claims overview

Step 3- Click the name of the individual expense to be reviewed. The details and reasons for reclassification will be provided in the Item Details card.

[ACCORDION]What if the expense was rejected?

Employees will receive an email notification if their expenses are rejected. 

They can also check the reason for rejection on the Expenses Overview, fix any error that might have occurred and try again.