Expense Management

CitoHR's Expense Management feature provides a complete solution for submitting, tracking, and approving expense claims. Employees can easily submit expenses, and managers can review and approve them efficiently.

Expense Overview

The expense page displays statistics about your expenses, including total expenses submitted, pending approvals, approved expenses, and total amount claimed. All expenses are organized by status and can be filtered for easy management.

Creating Expense Claims

Click "New Expense" to create a new expense claim. You'll need to provide:

Date - The date the expense was incurred
Amount - The expense amount
Description - A description of the expense
Category - The expense category (e.g., Travel, Meals, Supplies)
Receipt - Optional receipt attachment

The system supports multiple currencies and receipt attachments for complete expense documentation.

Expense Categories

Administrators can configure custom expense categories to match organizational needs. Categories help with:

Expense classification
Budget tracking
Reporting and analytics
Policy enforcement

Expense Status

Expenses can have the following statuses:

PENDING - Submitted and awaiting approval
APPROVED - Approved by a manager or administrator
REJECTED - Rejected by a manager or administrator
PAID - Reimbursement has been processed

Managing Expenses

You can view all your expenses in a table format, sorted by date. The table shows expense date, amount, description, category, and status. Pending expenses can be edited or deleted before they are approved. Once approved or rejected, expenses cannot be modified. You can filter expenses by status to quickly find what you're looking for.

Expense Approval Workflow

Managers and administrators can review and approve expense claims. Pending expenses appear in the manager dashboard and can be approved from there. The approval workflow includes: