What is the Expenses Module ? 


The Expenses Module is where admins can digitalise the expense claims submission and processes of the company. Admins are able to configure Expense Policies for employees to submit claims for, view and manage these claims submissions, configure the approval routings for these claims as well as digitally process these claims for pay out to the employee. 


There are several steps admins will have to complete in order to set up the Expense Module: 


1. Complete Set Up of People Module - How to Set Up People Module

2. Set Up Approval Routings -

3. Configure General Settings 

4. Set Up Expense Policies 

5. Import Expense Transactions if needed 

6. Understand how to Process Expense Transactions


What is import expense requests


As an admin, you are able to import your historical expense requests from other management systems into altHR. If your company comes on board altHR halfway through the year, you will probably want to import expense requests for record keeping. 

It is recommended to import expense records for the current year to reduce any expense disputes if they arise. Before importing expense records, admins must have 


(1) completed configuration of all expense policies as well as 

(2) hired employees onto the platform. 


Upon meeting the criteria, admins can import expense requests by filling it into the prepared template. 


How to Import Expense Requests:


1. On your admin dashboard, head to the left panel. Click Expenses > Settings.

2. Click the Import Expenses tab.

3. Choose the altHR template. 

4. Click Download Template.


Note: Do not convert the template into any other format such as Google Sheets. This will corrupt the formatting present in the Import Template. Kindly input any data while maintaining it as an Excel Sheet.



5. Paste information from your old management system into this template in the exact same format. There's an instruction sheet in the Excel template for you to follow.


Note: Do not edit, delete, or copy information from, or fill information into the Sample Rows (Row 2, 3 and 4) as they are designed for reference and will not be recognised in the system upon upload. Begin filling in your data from row 


Red fields are compulsory and green fields are optional. Keep in mind that when compiling the data on the template, sticking to the template’s data format is very important to successfully import data. We recommend you edit data format in the source file and copy them over to the AltHR template file.




6. Once you're done with filling the data in the template. Save it and click Upload Attachment to upload the completed file.


7. Confirm by clicking Start Import. 


8. If there are errors in the file, an error report will be generated for your review. You may correct the error in your file before importing it.


If there's no error, you're all set!


NOTE: Expense Requests from the same employee, for the same expense policy, and having the same Apply Date and Time, will be consolidated into one expense request in the altHR System. If you require each expense request to be displayed separately, ensure there are differences in the date or time of the Apply Date and Time column


Leave Request Import Glossary:


Employee Name: 

The name of the employee who submitted expense claim. This Column is Optional

Employee Number: 

The Employee ID of the employee who submitted expense claim

Expense Category

The Expense Type Category such as Generic, Mileage or Allowance

Expense Policy Name 

The name of the Expense Policy this employee has submitted claim for (Must Match the Name of a Expense Policy that exists in Expense Module)

Display Name

The display name of the Expense Policy if applicable. This column is optional and can be left blank. 

Receipt Number

The Receipt Number of the expense being claimed. This column is optional and can be left blank.

Merchant Name

The Name of the Merchant of the employee's expense. This column is optional and can be left blank.

Currency

The currency selected in the expense claim, such as MYR or SGD.

Total Claimable Amount 

The total amount that the employee is claiming 

Tax Amount

The Employee ID of the employee who approved this leave request. 

Tax Registration Number 

The Status of this leave request. (Can only be: Approved or Rejected). For pending requests, kindly instruct your employee to apply via altHR after launch.

Date Submitted

The Date that this expense claim was submitted by the employee

Date Approved/RejectedThe date that this expense claim was approved or rejected by the approver. This column Cannot be left blank
Status The Status of this expense claim, such as Approved or Rejected. Admins must only use this import template to import historically Approved or Rejected expenses for record purposes. Pending claims should not be included in this import template.
Approver NameThe Name of the employee who approved the claim
Approver Employee Number The Employee ID of the employee who approved this claim
Travel Location From The Travel From location (if applicable and if for Mileage claim)
Receipt/From Date The Date of the Receipt being claimed, or the first date of travel if applicable and if 
To DateThe last date of travel
Vehicle NameThe type of vehicle used in mileage claims
DistanceThe distance travelled in mileage claims
Parking AmountThe amount of parking fee involved in a mileage claim
Toll AmountThe amount of toll fee incurred in a mileage claim
DaysNumber of days of travel in allowance claim