Learn more about managing and paying expenses via Patchwork.
Patchwork's expense feature allows workers to claim back for costs incurred relating to their daily work while also allowing organisations to review, approve or reject expense claims. Organisations will be able to set various expense categories and assign those to different departments based on departmental requirements.
To manage expense claims, your organisation will need to enable the expense feature. Once you have the required permissions assigned to your account, as a Patchwork hub user, you will be able to manage expense categories.
Creating an Expense Category
To create an expense category, please follow the steps outlined below:
- Ensure Expenses is turned on and that you have the necessary permissions.
- Navigate to the Expenses Category Setup Page.
- Click the Create button.
- Enter the Category Name (e.g., Internal Mileage, Travel, Accommodation).
- Assign the category to a Staff Group and Department.
- Select the Expense Type.
- Specify if Supporting Evidence is required.
- Determine whether the expense is VAT applicable.
- If the category includes a calculated field, input the payment period (e.g., mileage rate per unit mile).
- Save your changes to finalize the category.
Reviewing an Expense Claim
To review a claim submitted by a worker, follow these steps:
- Access Pending Expense Claims via the To-Do list or navigate to Expenses → Claims.
- Review claims and approve/reject accordingly.
- Approved claims move forward to payroll processing.
- Rejected claims require a reason for rejection.
Only users with permission to approve/reject timesheets can approve/reject expenses.
If a shift has multiple expenses attached, clicking View will filter and display only the expenses linked to that shift.
Processing Approved Claims:
- Approved expense claims are processed for payment under the 'Claims' section of the Patchwork hub.
