How to submit and process expenses
Submitting an Expense
Step 1 – To add a new expense on Evalu-8 you will want to firstly click on your name in the top right corner of your screen. This will then bring up a menu, from here you will want to go to “My Details”. Once you are here you will then have a menu down the left and one of the tabs will be called “Expenses”. Click on that tab and from here you will have the ability to add a new expense. If this expense tab isn’t visible for you then contact your administrator to see if you have the permission to claim an expense.
Step 2 – On the expenses page you will have two green buttons near the top of the page what you can choose from depending on whether your expenses claim is for a general purchase or a mileage claim.
Step 3 – Once you have selected what type of expense claim you want, then you will need to complete each field and upload a receipt using the blue “upload” button. If you are using a PC/ laptop you will need to browse for the receipt, but if you’re using a mobile you can take a photo of the receipt and upload it that way. Once all the fields are completed and you have uploaded your receipt press save.
Step 4 – Once you have made your expense and saved it, it will then show up in your draft expense claims below. From there you can choose whether you want to edit, delete or submit the expense. When you are happy with your expense you can use the green “Submit Expenses” button to send that expense to the approver. The approver will then be notified, and the expense will move from the draft tab to the awaiting approval tab until the approver rejects or approves it.
Processing an Expense
Step 1 - To access the expenses report you will want to go to “Company Tools” in the top menu and then select the expenses tab within that.
Step 2 – Once you are on the expenses page you can filter the report to find the specific expense you are looking for.
Step 3 – Then when you have found the expense you want to deal with click the blue “View” button next to it.
Step 4 – Once you have clicked “View” on the expense from here you will be able to look at details of the expense/ mileage claim. You can also view the receipt (if attached) and then decide whether to approve or reject the request. If you do decide to reject the request, you can add any notes e.g. reason for rejecting.
Step 5 – If the expense has been approved then you can mark it as paid via the green “Mark as Paid” button. Once the expense has been marked as paid it can then be marked as reconciled and then this will appear as an option to display in the payroll report.
