Expense Claims in OnRamp

When an employee spends their own personal money for business purposes, the employee should enter an expense claim, wherein the employee submits an expense form and all their receipts. That personal expense is then paid back by the organization.

Expense Setup Workflow

Before your employees fill out and submit expense claims, ensure that you have finalized the financial and bank setup sections. Other items that should be considered include:

  • Local Codes [S1502] - Add the required records to the following Code Groups: 

    • EXPTYPE is used to setup the expense claim codes.

  • Expense Type [S2134] - Add the required expense types that will applied against expense claims.

  • Employee List Master [S2489] - Setup a list of employees who can submit expense claims. OnRamp recommends you change the List ID to EXPENSE.
  • Employee List Ownership [S2490] - Assign employees rights to approve expense claims submitted by select employees on the owned employee list.
  • Business Info [S1824] - Used to assign the expense service email address and password on the following Code Groups: 

    • EXPENSE_EMAIL_ACC is used to set the Expense Email Address

    • EXPENSE_EMAIL_PW is used to set the password for Expense Email Address

Notes

  • Most companies require at least two EXPTYPE codes:

    • Personal for employee personal funds

    • <Credit> for employee issued company credit cards. The code name should be the name of the card issuer. For example, if you have three company credit cards (MasterCard, Visa, and AmEx), then you would need one EXPTYPE code for each: MC, VISA, AMEX.

  • Some examples of expense types entered on Expense Type [S2134] include: maintenance, mileage, office supplies, parking, training, meal, airfare, car rental, hotel, fuel/gas, entertainment
  • If you regularly submit expense claims in more than one currency,OnRamp recommends that you have a different type for each currency to differentiate between expenses and to account for exchange rates.

Expense Claim Workflow

Use your smartphone to take pictures of receipts and attach them to an email that you can send to OnRamp. OnRamp will then create a pending claim record for each attachment. Or you can go to Expense CSV Setup [S1127] to setup OnRamp to process text, csv, or xls files with an expense import. You can also use the OnRamp app to add pending expenses and take pictures of your receipts.

Whether you submit via email, app, or import a file, you then update the record with the correct date, description, type, mileage, and amount on Pending Expense Claims [S4245] screen.

Once that is complete, you can navigate to the Expense Claim Form [S2135] to log and submit your expense claims.

Submitted claims are forwarded to the approval queue, where persons set up to approve the claim can action it.

Approved forms then need to be vouched by the accounting department to ensure that they appear on income statement and general ledger reports. Vouching allows you to setup a payable so that the next cheque that goes through is issued to accounting for this expense that the employee has incurred.