Reviewing the expense queue in HR

Open the HR Expenses page, pick a tab, and read each column, status line and row action so you know what needs your attention.

The Expenses page in HR is one table with every expense in your company. Tabs across the top split it into what waits on you, what waits on someone else, what needs approvers and what is approved, and each row tells you where the expense stands and who it waits on. This article walks through the tabs, the columns and what you can do straight from a row.

Open the queue

Go to the HR area and open Expenses (the page lives at /hr/expenses). Only people with HR access see it. Without HR access, CLVR sends you to your own dashboard instead.

The tabs

Each tab shows how many expenses it holds:

• All expenses: every expense in the company.
• Waiting on you: expenses where it is your turn to decide. Its count shows in a purple circle, so you see at a glance when something waits on you. In an approval flow, an expense reaches you once the steps before yours are done.
• Waiting on others: open expenses where someone else decides next: another approver, or an earlier step of the flow, such as the employee's manager.
• Needs approvers: open expenses with nobody left to decide. Either no approver was added, or every approver has decided and HR completes it.
• Approved: expenses that have been approved.

The counts cover the whole tab, before any search or filter. On a narrow screen the tabs become a View menu in the toolbar.

What the queue lists

Every expense in the company shows up here, of three kinds:

• Expense report: a receipt an employee uploaded to claim a reimbursement.
• Purchase: an order placed through the Benefit Store.
• Adjustment: a manual adjustment recorded in CLVR.

Reading the columns

By default the table shows Expense date, Employee, Category, Receipt, Amount and Status. You can add Submitted, Type, VAT and Expense ID from Columns (see controlling the HR expense queue view).

• Expense date: the date on the receipt or order. While Submitted is hidden, a second line says when it was sent in, for example "submitted 3 days ago".
• Employee: who the expense belongs to.
• Category: the benefit category with its coloured icon. While Type is hidden, a purchase or adjustment shows its type under the category name.
• Receipt: a small page icon on an expense report with a file. Hover it to see a preview of the first receipt: a photo shows the image and a PDF shows its name, with "Click the row to open it full size". A report without a file shows an orange No receipt icon.
• Amount: the full value of the expense. When part of it comes from salary, "from salary" shows under the amount.
• Status: where the expense stands, with a second line saying who it waits on and since when ("You, since 19 Aug", "Sara Palmgren, since 16 Aug", "No approver, since 15 Aug") or who decided and when ("Jonas Ekblad, 22 Aug"). See understanding expense statuses in the HR queue.

The table opens with the newest expense date first, and pending expenses are pinned above decided ones.

Act from the row

Some decisions do not need you to open the expense:

• On an expense waiting on you, Approve approves it straight away. A report without a receipt first asks Approve without a receipt?, and you confirm with Approve anyway. Send back (expense reports only) asks what the employee should change, then sends it back with your comment.
• On an expense with no approver, Add approver opens the expense so you can add one.

Click anywhere else on a row to open the expense in the panel beside the table. See opening an expense to review the details.

Totals and paging

Under the rows, a totals row reads "Total, 42 expenses" with the sum of every row that matches, across all pages, not just the page on screen. The pager below it sticks to the bottom of the screen while you scroll, so you can change page or Rows (25, 50, 100 or 150) from anywhere in the list.

On a narrow screen

The tabs become the View menu, and the rows become a list showing the name, amount, category, expense date and status. Approve and Send back stay on rows that wait on you, and tapping a row opens the expense.

Troubleshooting

• I land on my dashboard instead of the queue. The Expenses page needs HR access. Ask your HR contact to confirm your access in CLVR.
• Waiting on you is empty, but expenses are pending. That tab only lists expenses where it is your turn to decide. Check Waiting on others for expenses with another approver or an earlier flow step, Needs approvers for expenses nobody is assigned to, or All expenses for the rest.
• A row has no Approve button. Approve and Send back only show on expenses where it is your turn to decide. Open the expense to see who it waits on, or to decide on it as HR when nobody is assigned.
• The Amount looks higher than I expected. It includes any part of the cost that falls outside the allowance. Those rows show "from salary" under the amount.
• I cannot find a specific expense. Check that you are on All expenses, then use the search box and the filters above the table. See controlling the HR expense queue view.