Expense Claim in Frappe HR: Claiming & Reimbursing Employee Expenses
An Expense Claim is the document an employee uses to claim reimbursement for business expenses they’ve paid out of pocket travel, meals, supplies, and the like. It records what was spent, goes through approval, and is then reimbursed and booked into your accounts.
You will find it under Home > Human Resources > Expense Claims > Expense Claim.
BEFORE YOU START
Set these up first: the Employee raising the claim, the Expense Claim Types for the kinds of expense, and an Expense Approver to approve it.
How to create an Expense Claim
- Open the Expense Claim list and click New.
- Select the Employee.
- In the Expenses table, add a row for each expense, the Expense Date, Expense Claim Type, a Description, and the Amount claimed.
- Select the Expense Approver.
- Set the accounting details Company, Cost Center, and the Payable Account so the claim books correctly.
- Save, then Submit.
Claimed vs sanctioned amounts
Each expense row has the amount the employee claimed and a Sanctioned Amount the approver can adjust. This lets an approver reimburse less than was claimed where needed the Total Claimed and Total Sanctioned amounts update accordingly, so everyone can see exactly what’s being approved.
Adjusting against an Employee Advance
If the employee already took an Employee Advance for the trip or task, you can link it to the claim so the expenses are settled against the advance first. Only the balance beyond the advance is then reimbursed, keeping advances and claims reconciled in one place.
Approval and reimbursement
A submitted claim moves through an approval flow the expense approver marks it Approved or Rejected. Once approved, the reimbursement can be booked through a journal or payment entry against the payable account, so the employee gets paid back and the expense lands in the right cost center.
TIP
Set up your Expense Claim Types and expense approvers before rolling this out to staff. With the types and approvers in place, employees can file clean, correctly-categorised claims, and approvals don’t stall waiting for someone to be assigned.
Related Topics
- Expense Claim Type
- Employee Advance
- Travel Request
- Employee
SUMMARY
An Expense Claim lets an employee claim reimbursement for business expenses. With expense claim types and an approver in place, create a claim by selecting the employee, adding each expense (date, type, description, amount) in the Expenses table, choosing an approver, and setting the company, cost center, and payable account before submitting. Approvers can sanction amounts that differ from what was claimed, claims can be adjusted against an Employee Advance, and once approved the reimbursement is booked and paid.
