Change the category of an approved expense
Move an approved expense report to the right category with a reason, see the amounts before and after, and keep the payroll file up to date.
Sometimes an expense report is approved in the wrong category. For example, a sports equipment receipt is approved as Wellness, but it belongs in Home & Leisure. As HR, you can fix this yourself on the approved report. You don't need to decline it or contact CLVR.
Where to find it
Open the approved expense report from the HR Expenses page. In the panel, Change category sits under the category name. It shows only on approved expense reports, not on pending reports, purchases or adjustments.
If the report is still pending, use Request changes instead. The employee can then fix the category before anyone approves it.
Change the category
Categories are taxed differently, so the amounts can change. For example, moving a receipt into a taxable category means a social fee is taken from the allowance. That lowers the reimbursement.
A message confirms The category was changed and the employee has been notified. CLVR then:
- works out and saves the new amounts
- sends the employee a notification and an email with the new category, the reason and the new amounts
- adds a line to the Approval card under the step that approved the report, for example "Sara moved it from Wellness to Home & Leisure · 3 Oct"
Keep payroll up to date
The change lands in the same payroll month as the original approval.
If the payroll file for that month has already been downloaded, you see Payroll file already downloaded before you confirm. The next download of that month includes the new category. Download it again before you import it into your payroll system. On the Reports page, the earlier file stays under History, marked Replaced.
You can only change the category while the expense's payroll month is still open, by your payroll cutoff. After the cutoff, the change is blocked. Contact CLVR to correct a closed month.
Troubleshooting
- Change category is missing. The report isn't approved yet, or it isn't an expense report. Use Request changes on a pending report.
- The change is blocked, with a message about the payroll month. The cutoff for that month has passed. Contact CLVR for a manual correction.
- The change is blocked, with a message about a previous benefit period. The expense was approved in an earlier benefit period. Contact CLVR for a manual correction.
- Wellness can't be picked in December. Wellness takes no new expenses in December, and that includes moving a report into it. Make the change in January.
- The reason is too long. It can be at most 500 characters.