Setting up Expenses – Oak Digital Workplace

The Expenses application allows employees to submit their expense claims in your intranet, removing the need for spreadsheets, email threads and additional systems. Both the claim submitter and reviewer receive real-time updates through notifications, tasks, and emails - each linking directly to the relevant claim.

Before launching the Expenses application and allowing employees to submit their Expense Claims, it’s important to complete the set-up of the application behind the scenes.

Before you start:

You'll need the System Manager permission to manage the Expenses application from the Configure Menu
The Expenses application must be included in your Oak package. If you're unable to see it in your application's list, please reach out to your Account Manager

Need support with internal training? Check out our handy 3-minute How To video

Switching on Expenses

A System Manager can enable applications - go to the Actions button > Configure > Site Settings
Go to Applications, find Expenses in the list and toggle it on
Click OK at the bottom to save the changes

Setting up permissions at the site-level

Go to the main homepage and select the three dots (page options) in the top-right corner
Select Manage Security/Permissions

If Simplified Permissions is enabled in your intranet and you land on the Manage Areas menu, click the Advanced button in the corner of the permissions pop-up
From the Advanced Permissions, find and click Expenses from the left-hand menu
Here you can assign user groups to be Claim Submitters, Role Managers, and Configuration Managers. A description of each permission is available on this page
To assign users, select the pencil icon next to the permission to open the user picker. Select one or more groups, followed by Confirm
To ensure that everyone in your organisation can submit a claim, assign the Active Intranet Users group to the Claim Submitters permission. This user group can be found under System Groups

Setting up the Roles & Responsibilities

Now that permissions have been set up at the site-level, you'll need to set up the Roles and Responsibilities for Expenses. Click the Actions button > Configure
From the Configure Panel, you will now see an Expenses section. Under here, select Roles & Responsibilities
By default, you will be setting the Roles and Responsibilities for the main business area. Set your Claim Managers (first line of approval) and your Claim Finance approvers (second line approval), by clicking on the pencil icons.
When a claim is submitted, it will first go to the group of users who are the Claim Managers. Once they approve the claim, it will then go to the second line approval, the Claim Finance Approvers.

Top tip: Assign user groups for both Claim Managers and Claim Finance Approvers so expense claims can be handled year-round. Relying on a single individual can lead to delays when they’re on annual leave or unavailable.
To choose different managers and approvers for another area in your intranet, click the Change button towards the top of the page and select another area from the object picker.

Application Settings

Navigate back to the Control Panel (also known as the Configure Menu) by going to the Actions button > Configure
Under Expenses, select Application Settings
Decide if you would like to show the cash allowance to the claimant. If this is the case, ensure the option is toggled on. This will now appear as an option when submitting a claim

Adding Categories

Go back to the Control Panel by going to the Actions button > Configure, or via the breadcrumb if you're setting up Expenses
Under Expenses, select Categories
To add a new category, select the + New Category button in the top-right corner and select a new Expenditure or Mileage category
For a new Expenditure category, provide it with a name and ensure the category is active by keeping the toggle on. Click OK to save the changes.
For a new Mileage category, provide it with a name and ensure the category is active. Set up the cost per kilometre/mile for the currencies being enabled in your intranet. Select OK to save changes.
If you'd like to make changes to any of the categories, click on the categories to edit. Click OK to save your changes.

Adding Purchase Methods

Go back to the Control Panel (Action > Configure) and select Purchase Methods under Expenses.
Click + New Purchase Method in the top-right corner
Provide it with a name, and ensure the method is active and available for employees to choose from by toggling it on
Decide if you would like Add to Claimant’s total, i.e. you would like an expense, with this purchase method, to have its amount added to the total the claimant can claim back
Decide if you would like to Add it to the claim total, i.e. you would like an expense, with this purchase method, to have its amount added to the full claim total
Click OK to save changes

Setting up Terms and Conditions

Go back to the Control Panel (Action > Configure) and select Terms and Conditions under Expenses
Here you can provide your T&Cs with a name and add the text
Toggle on Show T&Cs
Decide if you would like to set up mandatory acceptance by toggling it on

Setting up employee access to Expenses

Check that the Active Intranet Users group has been assigned to the Claim Submitter permission. You can double check this in the top-level security/permissions. (Main homepage > page options > Manage Security / Permissions)
Employees can submit a claim by going to Action > Manage. Form here, Manage Expenses
To make it super easy for employees to submit a claim, add a Menu Button to the main homepage or create it as a Tool

Top tip: If you find Expenses is one of your top intranet searches, we recommend adding it as a quick link button in a banner
When creating a menu button or tool, link directly to the Expenses application by going to Application > Expenses

Approving or rejecting an expense claim

Once a claim has been submitted, the Claim Managers (first line approval) will be able to review the claim under Pending Approval/Payment in their Manage Expenses menu. A notification will also be received to prompt them to review the claim
When there is a pending claim, click into the claim to view the details. This will include the claim total, the user's payroll number, and any attached receipts
To view uploaded receipts/attachments, click on the file to view. To download, right click > Save As
The claim can be approved/rejected. If you need to reject the claim, provide a reason. The submitter will be notified. If approved, the claim will then move to Finance Approval. If required, additional details can be added here
The claim will then be removed from the Pending Approval/Payment List and handed over to Finance Approval
For anyone assigned the role of Claim Finance Approver, they will receive a notification that a claim requires their approval, along with the claim title and reference
The status of the claim will show as Approved by Manager. The history of the claim will be visible, along with any attached comments
As the claim requires finance approval, it can be marked as Approve / Paid. If the claim has been approved and not yet paid, the status will change to Approved by Finance
Once the payment has been made, the Finance Approver can click back into the claim and mark it as paid. A payment date will need to be selected from the calendar, and additional comments can be added if required
The claim will then move to Reviewed and the submitter will be notified that the payment has been made.

Back to the top

Before you start:

This guide covers:

Switching on Expenses

Setting up permissions at the site-level

Setting up the Roles & Responsibilities

Application Settings

Adding Categories

If you'd like to make changes to any of the categories, click on the categories to edit. Click OK to save your changes.

Adding Purchase Methods

Setting up Terms and Conditions

Setting up employee access to Expenses

Approving or rejecting an expense claim

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