Expense management overview

The Expense Management module in KEBS allows employees to submit various types of expense requests and tracks them through an approval pipeline until settlement. It supports multiple claim categories, multi-currency receipts, tax calculations, and configurable approval chains.

To access Expense Management, navigate to Expenses from the left sidebar menu. The module is organized into the following key areas:

• Claims: Submit reimbursement requests for business-related expenses such as travel, accommodation, meals, and office supplies.
• Mileage: Log distance-based travel claims with automatic rate calculations based on your organization’s configured mileage policy.
• Per-Diem: Record daily allowance claims for business trips, with predefined rates per location and duration.
• Salary Advance: Request advance payments against your salary, subject to organizational limits and approval workflows.
• Expense Ledger: A consolidated view of all expense transactions across the organization, useful for finance teams to reconcile and audit.

• 1
  Click on Expenses in the left sidebar navigation panel.
• 2
  The Expenses landing page displays tabs or sections for each expense type: Claims, Mileage, Per-Diem, Salary Advance, and Expense Ledger.
• 3
  Select the relevant tab to view existing records or create a new request.

Claims are the most common expense type. Employees create a claim by providing details about the expense, attaching receipts, and submitting for approval. Each claim can contain one or more receipt lines.

Creating a New Claim

• 1
  Navigate to Expenses and open the Claims section.
• 2
  Click the New Claim button to open the claim form.
• 3
  Fill in the Claim Type section at the top of the form. Select the Claimed By employee, Legal Entity, Cost Center, Expense Category, and provide a Claim Description.
• 4
  Under Receipt Details, enter the Receipt Date, Receipt Description, Claim Type, and Receipt Currency.
• 5
  Enter the Receipt Value (Tax Inclusive). Select the applicable Tax Percentage and the system will auto-calculate the Tax Amount.
• 6
  Optionally, tag People Involved to associate colleagues with the expense.
• 7
  Review the Exchange Rate Details section. The Exchange Rate defaults to 1 for same-currency claims. The Claim Amount and Settlement Amount are calculated automatically.
• 8
  To add more receipt lines, click the + (plus) button in the Receipt Details section. Use the – (minus) button to remove a line.
• 9
  Click Submit to send the claim for approval.

New Claim Form: Field Reference

Receipt Details: Field Reference

Exchange Rate Details: Field Reference

The Mileage section allows employees to log travel distance for business purposes. The system calculates the reimbursement amount based on the distance entered and the per-kilometer (or per-mile) rate configured by your organization.

• Origin and Destination: Specify the start and end locations of your trip.
• Distance: Enter the total distance traveled. Some configurations allow automatic distance calculation.
• Rate: The per-unit rate is applied automatically based on your organization’s mileage policy.
• Vehicle Type: Select the type of vehicle used (e.g., personal car, two-wheeler) if applicable, as rates may vary.

Per-Diem claims let employees request a fixed daily allowance for meals, incidentals, and other routine expenses during business travel. Instead of tracking every individual receipt, the employee simply logs the travel dates and location, and the system applies the predefined daily rate.

• Travel Dates: Specify the start and end dates of the business trip.
• Location: Select the travel destination. Per-diem rates may vary depending on the city or country.
• Daily Rate: Automatically applied based on the destination and your organization’s per-diem configuration.
• Total Amount: Calculated by multiplying the daily rate by the number of travel days.

The Salary Advance section allows employees to request early disbursement of a portion of their salary. These requests go through the same approval workflow as other expense types. Once approved, the advance amount is deducted from the employee’s next payroll cycle or settled as per organizational policy.

• Advance Amount: The amount the employee is requesting as an advance.
• Reason: A description of why the advance is needed.
• Repayment Terms: The schedule or method by which the advance will be recovered (e.g., single deduction from next payroll, installments over multiple months).

The Expense Ledger aggregates all expense records (claims, mileage, per-diem, and salary advances) into one consolidated list. It serves as the central reference point for tracking expense status, amounts, and settlement progress.

• Filters: Narrow down records by date range, employee, expense type, status, cost center, or legal entity.
• Status Tracking: View whether each expense is pending, approved, rejected, or settled.
• Export: Download ledger data in common formats for offline reporting or integration with external accounting tools.
• Audit Trail: Review the approval and modification history of each expense record for compliance and governance.

All expense types in KEBS follow a configurable approval workflow. When an employee submits an expense request, it is routed to the designated approvers based on rules set by the organization. The typical lifecycle of an expense request is:

• 1
  Draft: The employee creates the expense but has not yet submitted it.
• 2
  Submitted: The expense is sent for approval. Approvers receive a notification.
• 3
  Under Review: The assigned approver evaluates the expense details and supporting documents.
• 4
  Approved / Rejected: The approver either approves the expense for settlement or rejects it with comments.
• 5
  Settled: The approved amount is processed for reimbursement or payroll adjustment.

• Submit promptly: File expense claims as soon as possible after the expense is incurred. Delayed submissions can create backlogs and complicate month-end reconciliation.
• Attach receipts: Always upload clear, legible copies of receipts. Missing or unreadable receipts are the most common reason for claim rejections.
• Use accurate descriptions: Write clear claim and receipt descriptions. This helps approvers review faster and creates a better audit trail.
• Choose the correct category: Selecting the right expense category and claim type ensures proper allocation to cost centers and accurate financial reporting.
• Review before submitting: Double-check all fields, especially currency, tax percentage, and amounts, before clicking Submit. Corrections after submission require additional review cycles.
• Monitor your claims: Keep track of your submitted claims and follow up if approvals are delayed beyond the expected timeframe.