In this article:
- Before Starting
- Types of Adjustments
- How to add an expense or allowance adjustment
- How to edit or delete an expense
- How to review expenses and claims
- Frequently Asked Questions
Before Starting
- Workers are able to submit multiple expenses per claim
- Only client approval of expense submissions is needed for most worker types; but EOR employees will need both client approval and also approval by Deel due to compliance reasons
- 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.
- The expenses tab will only appear for Direct Employees and for Contractors if the client has manually enabled the expenses feature for the organization and your entity (if your client is operating multiple entities on Deel)
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 expense on Deel
The entry points on Deel to open the expense window and submit expenses vary depending on the contract type. Some workers will only see the expense flow if their client has enabled the expenses feature for the organization.
- EOR EMPLOYEES can add expenses by:
- From the home page, select Expenses & Allowances in the Quick Access card, then click the Add Item button.
- EOR employees can also click on the Finance icon and then the Expenses tab.
- The adjustment category and the required fields will be recognized automatically based on the EOR country. Please check for accuracy. Please attach a supporting invoice or receipt for any expense.
EOR Employees have 3 options for submitting expenses on Deel
1. Create from receipts
Deel will automatically capture and review the key information from receipts uploaded by the employee. Please check for accuracy before submitting the expense claim.
2. Manually create
If receipts are not available or if employee wishes to enter the information manually
3. Create a business trip (in select EOR countries)
Where available, EOR employees can upload receipts and additional information of a business-related trip and then group all expenses together for reporting
- PEO EMPLOYEES can add expenses by:
- From the home page, select Expenses & Allowances in the Quick Access card, then click the Add Item button.
- EOR employees can also click on the Finance icon and then the Expenses tab.
- The adjustment category and the required fields will be recognized automatically based on the EOR country. Please check for accuracy. Please attach a supporting invoice or receipt for any expense.
PEO Employees have 2 options for submitting expenses on Deel
1. Create from receipts
Deel will automatically capture and review the key information from receipts uploaded by the employee. Please check for accuracy before submitting the expense claim.
2. Manually create
If receipts are not available or if employee wishes to enter the information manually
- DIRECT EMPLOYEES can add expenses by:
- Direct Employees can click on the Finance icon, select the Expenses tab, and click Add Item.
Direct Employees have 2 options for submitting expenses on Deel
1. Create from receipts
Deel will automatically capture and review the key information from receipts uploaded by the employee. Please check for accuracy before submitting the expense claim.
2. Manually create
If receipts are not available or if employee wishes to enter the information manually
Direct Employees must fill out all required fields before submitting. Supporting documents such as invoices and receipts are required for compliant processing of expenses.
- INDEPENDENT CONTRACTORS can add expenses by:
- Select the Finance icon>Expenses tab, then click Add Item.
- Or, contractors can select Expenses in the Quick Access card.
How to Edit or Delete an Adjustment
Once an adjustment is added, employees can return to the Expenses menu to 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.
Frequently Asked Questions
[ACCORDION] Why don't I see the add expenses tab on my profile?
The Expenses tab will only appear for Direct Employees and Contractors if the client has manually enabled the expenses feature for the organization.
For other employee types (EOR and PEO employees), the expenses feature is live when the contract is active.
[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] What happens if an expense is rejected?
If an expense is incomplete or incorrect, it may be denied by the client. Ensure that:
- All required fields are filled out
- Supporting documents (such as receipts and/or invoices) are uploaded
- The expense complies with company policies
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.
[ACCORDION] How do I track the status of my expense submission?
To check your expenses status:
Select the Finance icon > Expenses tab > Find your expense submission in the list
The status could be:
- Draft
- Pending Approval
- Approved (when fully approved)
- Denied
- Disburse scheduled
- Reimbursed
For EOR only:
- Approved (Pending Deel Review)
- Requires clarification (Under Review)
If denied, you can click on the expense to view the reason.
[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.
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]
How EOR employees can add a business trip expense
In select countries, EOR employees can add business trip expenses
✅ Step 1 - Select Expenses & Allowances
From the home page, EOR employees can Expenses & Allowances in the Quick Access card.
✅ Step 2 - Select the Payments, Expenses & Work Submissions box and Add Expense Details
On the Payments, Expenses & Work Submissions page, click on Add Item button.
Select Business Trip under the Travel section to add expenses incurred during a business trip. Enter the business trip details and select the date and time of the travel. Click on Continue.
You can now add the business trip expenses including receipts, bills, invoices, mileage, or per diems. You can select whether you want to create an expense from a receipt, where our system will automatically capture expense information from the receipt, or you can manually create an expense and add information.
You can also edit details and add more expenses manually on the right-hand side.
Please note that some business trips may require additional details like travel forms to be submitted.
Review the expense details and submit the expense.
How EOR employees can add mileage expenses
In select countries, EOR employees can use our mileage expense calculator to estimate the total expenses associated with your trip.
The total mileage expense amount is based on the trip’s distance using total mileage and a pre-configured reimbursement rate value per distance unit.
Select Expense as the type of adjustment and Mileage expenses as the Expense Category
Add details such as vehicle type, stating destination and an ending destination.
The mileage calculator will determine the total mileage and using the rate value it will show the total mileage expense.
How EOR employees can add per diem expenses
In countries where applicable, EOR employees can use our per diem calculator to estimate total per diem expenses.
The total per diem amount is based on total trip days and a pre-configured reimbursement rate value per day.
Select the Expenses as the type of adjustment and Per Diem as the expense category
Add additional details such as trip type, date of departure, and date of return. The per diem calculator will determine the total per diem expense.