This article is for clients and explains how to enable, approve, edit payroll expenses for their Global Payroll Employees. 

In this article: 

Before you start

How to enable Global Payroll expenses

How to review and approve pending expenses for the current cycle 

How to edit an expense

Frequently Asked Questions

Before you start

• Invoice expenses are payment items that can be added by you or your employee each payroll cycle.
• These expenses appear on your 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 Organization Settings

✅ Step 2 – Click on 'Expenses for Global Payroll' in the bottom right

Click on 'Enable Expenses for Global Payroll'. Similarly, you can also disable the expenses. 

You can also select the entities for which you want to enable Global Payroll Expenses.

How to review and approve expenses for the current cycle 

There are two options to review an expense:

1. Option 1: Through the employee's profile. In this case, you can approve each expense separately.
2. Option 2: From the Expenses tab. You can approve one or multiple expenses at the same time. You also have the option to download the expense report.

The Expenses tab is available as long as Global Payroll is enabled.

From the Employee profile

By accessing the employee's profile, you will have access to their list of expenses that are approved, denied, or pending for the current cycle.

You can take action on the status of each expense individually.

From the Expenses tab

✅ Step 1 – Go to your profile

On the left side - Click on Expenses

✅ Step 2 – Select the filters

You can filter the expenses by status, entity, country, categories, and cycle period.

You will have the list of expenses and their details: Name, Employee name, Submission date, cycle, status, Amount, File, Actions

✅ Step 3 – Review the document

You can click on the file to access the supporting document uploaded by the employee

✅ Step 4 – Click Deny or Approve

By clicking on the three dots in the Action column you can decide to approve or deny the expense

You can also mass-approve multiple expenses:

• select specific expenses or all expenses
• and assign the same action to the selected ones “Approve selected”, “Deny selected”.

You can also download an expense report by clicking on "Export data".

How to edit an Expense

✅ Step 1 – Go to your profile

On the left side - Click on Expenses

✅ Step 2 – Select the required expense 

After selecting the expense, click on Approve

✅ Step 3 - Enable 'Update information before Approval'

Before clicking on 'Yes, Approve' enable 'Update information before Approval' to edit an expense.

✅ Step 4 - Edit the Amount 

You can also give a reason for updating an expense.

✅ Step 5 - Click on 'Yes, Approve'

The expense has been edited and approved by you.

FAQs