Creating and submitting expense reports is a feature exclusive to the SenseHR mobile app.
To create a new report or to update any existing expense reports you have already started, open the Sense app and tap on the ‘Expenses’ tile.
Once you tap expenses you will be taken to the following screen:
To view any existing expenses, simply tap into the relevant folder to view either your draft expense reports, pending reports to be approved, past approved and past declined reports.
To start a new report for the current period (day/week/month) select ‘Create new expense report’ at the bottom.
Once you tap ‘Create a new expense report’ you will be taken to the following screen.
Here you can enter the name of your report, any general notes to help describe the report and the currency that all expenses on this report will be recorded in.
**Note** You can only have one currency per report, so for multiple currencies to be claimed, these need to be submitted on separate reports or converted manually into one currency value for the approver.
Once you have completed these fields, you can then either ‘Save and exit’ now you have created a blank report that you can come back and add expense lines to later, or alternatively if you are ready to start building the report right away you can select ‘Add line item’ to dive straight in.
When adding a line item to a report, the first screen you will see is the following.
Expense lines can either be a mileage line or a standard expense line.
The first example to look at is a standard expense line (non-mileage)
You can either complete the details manually, or ‘Scan’ to get the app to pull the details from a photo of your receipt.
If you scan, you will be given the following options.
Once you have chosen your method you can submit and proceed to the following screen.
Once you select ‘Start scanning’ the app will begin to read the image and pull the details into the form as follows.
When using an image, the form is auto filled but you can still add manual input such as the expense name and notes. You can also add further attachments if necessary for this individual line.
Once all the required fields have been completed, you can tap ‘Save’ at the bottom of the screen.
Once you save the first item you will then be taken into the draft report preview. From here you can save in draft to return later, or you can tap ‘+ Tap to add expense line’ to continue building the rest of the report.
Doing this will repeat the last few steps again with a new blank expense line.
The next example shows the difference when submitting a mileage expense instead.
Again, you can scan an image or skip directly to completing the form manually.
The difference on the mileage form is that you have two additional fields for ‘Mileage’ which is the number of miles travelled in the journey, and ‘Rate’ which is the rate of pay per mile you are claiming.
Once you have completed all fields on the form, tap ‘Save’ at the bottom to go back to view the report in draft once again.
To go back into the report to review and submit it, just tap into the ‘Draft’ tab in expenses.
Once in the ‘Draft’ folder you can tap on the report you wish to review and submit to open it up.
Once you open the expense reports, use the edit icon next to each line to make changes if necessary, or simply tap ‘Submit expense request’ at the bottom to submit for approval by your line manager.
After tapping submit, you will get the following message on the screen.
If approved, you will receive an email notification and see the report saved in the ‘Approved’ section.
If the report has been declined, you will see a new section appear called ‘Resubmit’.
Tap into ‘Resubmit’ from here you can view the comments from the approver.
Scroll down to get to the line items to edit.
Tap on the edit icon to open the form to make changes
Tap ‘Save changes’ once done. You will then be returned to the preview of the report.
Tap ‘Resubmit’ to re-apply for approval.
Once approved, you can look back on this report in the ‘Approved’ tab.