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Getting Started with Expenses Management

Getting Started with Expenses Management

Learn how to manage employee expense requests in BrightHR, including adding and approving expenses, handling mileage claims, marking expenses as paid, and setting preferences through the PoP app—all from one simple expenses dashboard.

Getting Started with Expenses Management

In this handy guide we explore the expenses section of BrightHR where you can manage expense requests made from your employees and approve submissions to be paid with a click!

Expenses

Logging and managing expense requests all in one place is easy with our expenses section on BrightHR!

Let's take a look at how we can do this...

Who can Access Expenses?

Let's start with the basics, who can access Expenses?

Admins

Admins will have access to approve / decline expenses for the whole company.

Managers

Managers will have access to approve / decline the expenses for their direct reports on BrightHR.

Adding an Expense on BrightHR

Adding an expense couldn't be easier! follow these steps to add your expense to BrightHR for approval:

Adding a Mileage Expense on BrightHR

Mileage expenses can be added in a few simple steps on BrightHR but first there are a few things to note:

  • Mileage expenses use Google maps to calculate distance and find start & finish locations.
  • Once the distance has been recorded, a rate per mile is used to calculate what the expense would be.
  • The rate is set up on the app, PoP where you can set up all specific preferences such as rate per mile, currencies etc.
  • Although a base rate cannot be set on the web, the rate can be adjusted when making the expense claim.

Approving / declining an Expense 

Once an expense is requested through BrightHR or the app, it will make its way to a manager or admin for approval.

The details can be reviewed and then either accepted or declined (if declined a reason will need to be provided).

Marking an Expense as Paid

Once approved, the next step with the expense is to mark it as paid.

Once in the approved section, the option will be come available to mark it as paid. This will be done after the expense has been paid in to their next pay period.

Expense Preferences & Mileage Requests

To set up preferences such as currency, rate per mile and more, you will need to download the expenses app called PoP in order to access these features.