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How PayExpense works

PayExpense is an online expense reporting application that you can use to record and report all your business expenses.

In the Admin View, you will be able to review all the reports submitted by the employees in your organisation and choose to approve or reject it. You can also view the statuses of the reports and transactions in your organisation and the approvers from whom the approval is due.

As an admin, you will also be able to configure and customise the PayExpense application based on your business needs.

You can navigate through the various modules in our help documentation to learn how you can manage your expenses efficiently. 

PayExpense Management System Roles and Permissions

Here's a breakdown of the roles and permissions you described for your expense management system:

Employee/User:

  • Description: This role represents individuals who incur business-related expenses and need to submit claims for reimbursement.
  • Permissions:
    • Submit expense claims for various categories such as business conveyance, travel conveyance, and regular conveyance.
    • Attach supporting documentation (receipts, invoices) for their claims.
    • Track the status of their submitted claims.
    • (Optional) View reports on their own spending history (depending on system configuration).

Admin:

  • Description: This role holds the highest level of access and manages the overall system configuration.
  • Permissions:
    • Create expense categories, types, and subgroups to categorize expenses.
    • Define and manage expense claim rules (e.g., spending limits, required documentation).
    • Assign user roles and permissions within the system.
    • Access and manage all system data (claims, reports, user information).

Checker:

  • Description: This role is responsible for reviewing the accuracy and completeness of expense claim data submitted by employees.
  • Permissions:
    • Review expense claim details (amount, category, supporting documents).
    • Verify the compliance of claims with company expense policies.
    • Approve or request clarification/correction from the employee for discrepancies.
    • Pass on approved claims to the approver for final authorization.

Approver:

  • Description: This role holds the authority to approve or deny expense claims based on company policies and budget limitations.
  • Permissions:
    • Review and approve (or reject) expense claims submitted by checkers.
    • Verify claim amount and invoice details for accuracy and compliance.
    • Send claims back to the employee for correction if discrepancies are found.
    • Access reports on overall expense activity.

Additional Considerations:

  • Security: The system should enforce role-based access control to ensure users only have access to the information and functionality relevant to their roles.
  • Audit Trail: Maintain a clear audit trail to track all actions taken on expense claims (submissions, approvals, rejections).
  • Automation: Consider automating certain tasks (e.g., basic data validation) to streamline the review process.

By clearly defining roles and permissions, your expense management system can ensure efficient claim processing, maintain data integrity, and enforce company spending policies.

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