This article is for Global Payroll clients and explains how to enable, approve, and edit payroll expenses for their Global Payroll Direct Employees.
In this article:
How to enable Global Payroll expenses
How to review and approve pending expenses for the current cycle
Before Starting
- Invoice expenses are payment items that can be added by the client or by the employee each payroll cycle.
- These expenses appear on the client's invoice and are paid out to the employee according to their local tax laws.
- Expenses follow standard cut-off dates for payroll.
How to Enable Global Payroll Expenses
✅ Step 1 - Go to Adjustments & Expenses Policies
Go to the Organization Settings icon and select View on the Adjustment & Expense Policies card.
✅ Step 2 – Toggle to enable expenses for Global Payroll
From the Expenses for Global Payroll tab, click Enable. Clients will then have the option to toggle expenses on for Global Payroll and select the entities for which this feature should be enabled.
How to Review and Approve Expenses for the Current Cycle
There are two options to review an expense:
Option 1: Through the individual employee's profile. Clients must approve each expense separately.
Option 2: From the Expenses tab. Clients can approve one or multiple expenses at the same time.
From the Employee Profile
By accessing the employee's profile, clients will have access to their list of expenses that are approved, denied, or pending for the current cycle.
Clients must take action on the status of each expense individually.
From the Expenses Tab
✅ Step 1 – Select the Payroll icon on the home page and click the Expenses tab
The Expenses tab will be visible on the home page as long as Global Payroll is enabled.
✅ Step 2 – Select the filters
Clients can customize the filter by status, entity, country, categories, and cycle period.
They will be able to review the list of expenses and corresponding details including employee name, amount, submission date, and more.
✅ Step 3 – Review supporting documents
Clients can click on the file to access any supporting documentation uploaded by the employee.
✅ Step 4 – Deny or Approve the expense request
Click the three dots on the Options menu to deny or approve an individual request.
Clients can also mass-approve multiple specific expenses or all submitted expenses, at the same time.
Select the specific expenses or all expenses and then click Approve selected or Deny selected.
An Expense report can be downloaded by clicking Export Data.
FAQs
[ACCORDION] Can the client change the status of an expense that was previously denied?
Yes, as long as the cut-off date has not been reached, the expense can be changed from approved to denied or from denied to approved.
[ACCORDION] Can clients add an expense on behalf of a direct employee?
No, it is currently not possible to add an expense on behalf of an employee.
Employees must add expenses and upload documentation using their employee Deel accounts.
[ACCORDION] Can the client review the list of expenses from previous months?
Yes, clients can customize the filter to access the list of expenses from previous months, or a custom time period.
[ACCORDION] Can clients download the expense report for a specific pay cycle?
Yes, clients can customize their filters to review a particular cycle or customize the date range.
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