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Expense Claims & Advances (HCM)
This page documents two shipped Expenses screens (hcm-expenses). Not for plugin developers.
Expense Claims
A claim starts with the Employee, Claim Date, Business Purpose, Cost Center, and Project, then you Add an Expense Item per line and Attach a Receipt to each. The Total Amount is calculated for you as you add lines, and each line's Policy Status shows whether it's within your active Expense Policy as you go — not something you find out only after submitting.
Once submitted, it's a real two-stage approval: Approve (Manager), then Approve (Finance) — a manager approving doesn't finalize it on its own. At any stage a reviewer can Reject (with a reason) or Return to Employee (also with a reason, for "fix this and resubmit" rather than an outright rejection). Once fully approved: Mark Ready for Payment, then Mark Paid with a real Payment Reference. KPIs: Total, Draft, Pending, Approved, Rejected, Paid.
Advances
Request a cash advance ahead of spending: Advance Type, Purpose, Requested Amount, Currency, Cost Center, Project, Required Date, and Notes — attach supporting documents if needed. Once Approved, the record tracks Approved Amount, Paid Amount, Outstanding Amount, and Reimbursement Amount separately, so you always know how much of the advance is still unaccounted for.
Settle Advance is the key feature here: match some or all of an advance against a real Expense Claim Number, entering the Amount to Settle — this is how an advance actually gets reconciled against what was really spent, not just marked "done" by hand. Withdraw cancels a request you no longer need. KPIs: Total, Draft, Pending, Approved, Paid, Settled.