Expense Claims

If an employee has paid for a business expense out of their own pocket, you can reimburse them using the Expense Claim system item.

Not linked to Self-Service

This item processes the expense claim directly on the employee's profile. It is not linked to a claim submitted via Self-Service.

👉 How-To Guides

How to add the Expense Claim item

Individually

1. Go to Employees, and select the relevant employee.
2. Next to the Payslip Inputs heading, click the Add button.
3. Click Expense Claim (under Allowance).
4. Enter the amount.
5. Click Save.

Optional: Add a payslip note

If you need to add additional details, such as a breakdown of the expense claim, you can add a payslip note.

In bulk

1. Go to Employees > Bulk Actions.
2. Under Payroll Inputs, click Payslip Inputs.
3. Confirm that your filters are correct (Pay Point, Pay Frequency, and Period).
4. Click the first drop-down, and select Expense Claim (under Allowance).
5. In the Add column, check the boxes for the relevant employees.
6. Complete the Amount column.
7. Click Save.

📌 Quick References

Item details

System item name

Expense Claim

Category

Reimbursement

SARS code

N/A

Frequency

Amount entered per payslip (doesn't carry over).

Entry method(s)

Individual and bulk

Use case example

General business expense reimbursements, excluding travel allowance reimbursements.

Statutory deductions

Subject to PAYE?

No

Taxable percentage

Not applicable

Taxable income type

Not applicable

Subject to SDL?

No

Subject to UIF?

No

🔍 FAQs

Can I add more than one expense claim for the same employee on one payslip?

No, you can add only one expense claim per payslip. If you need to add additional details, such as a breakdown of the expense claim, you can add a payslip note.

Can I edit an expense claim?

Yes, an expense claim on a draft payslip can be edited, but only if it wasn't submitted via Self-Service:

1. Go to Employees, and select the relevant employee.
2. In the Payslip Inputs section, click Expense Claim.
3. Edit the amount.
4. Click Save.

What's the difference between expense claims and other allowances?

Expense claims reimburse employees for business expenses they've covered out of their own pocket. Unlike most allowances, expense claims are non-taxable and intended to reimburse actual costs – not to provide additional compensation.

Do I need to provide documentation for expense claims?

The system doesn't require you to upload documentation when processing expense claims. That said, it's a good idea to follow your company's expense policy for any supporting documents or approvals before adding claims to payslips.

Why isn't the Expense Claim option showing when I try to add it?

Click the Add button next to the Payslip Inputs heading (not the Regular Inputs one). If you've already added the item, it should display in the Payslip Inputs section.