Expense Payment Sheet

Overview

Field	Details
Type	MINOP - Expense Management System - Expense Payment Sheet
Device	Web Application

Goal/Scope

The Expense Payment Sheet feature in the Expense Management System serves as the final approval stage for expenses. This page enables the administrator to review and confirm payments, with default approval roles designated to the Accounts and HR departments. It ensures proper authorization and accountability before expenses are released for payment.

Step 1: Access the Expense Payment Sheet

• From the left navigation menu, go to: Expense Preparation → Expense Payment Sheet.

• This opens the list of all pending and processed expense claims.

Step 2: Review Pending Expenses

The system displays a table with key details:

#	Column	Description
1	Date	Date of expense submission
2	Type	Type of expense (e.g., Expense, Travel)
3	Employee Code & Name	Employee Code & Name
4	Department and Branch	Department and Branch
5	Amount	Amount claimed
6	Document	Supporting Document (View Receipts)
7	Status	Current Status (e.g., Pending)
8	Actions	Approve / Reject

Use the Filter option (right panel) to search by:

• Employee

• Expense Date

• Status (Pending, Approved, Rejected)

Step 3: Approve an Expense

• Click on the ✔ (Approve) action.

• A confirmation popup appears: "Are you sure you want to approve this expense? By approving, you confirm that the expense details are accurate and ready for processing."

• Click "Yes" to confirm approval or "No" to cancel.

Step 4: Reject an Expense

• Click on the ✖ (Reject) action.

• A popup appears asking for a rejection reason.

• Enter the reason for rejection (mandatory field).

• Click "Reject Payment" to confirm.

• The status updates to Rejected and the employee is notified.

Step 5: Final Processing

• Approved expenses move forward to the Accounts/HR team for payment disbursement.

• Rejected expenses are logged with the rejection reason and returned to the employee.

• Reports can be exported for auditing and compliance.