What an adjusted by system expense is
A short guide to the system entry that can appear in your expense list and records a balance adjustment, not a receipt you uploaded.
Most rows in your expense list come from something you did: a receipt you uploaded or a benefit you bought. Now and then you may see a different kind of entry, shown as System in the Type column and titled Adjusted by System when you open it. This is an adjustment your HR team recorded on your behalf, not a receipt you submitted, so it works a little differently from your other expenses.
Where you see it
Open your expense list under My Benefits. Each row has a Type:
- Expense Upload, for a receipt you uploaded.
- Purchase, for a benefit you bought.
- System, for an entry your HR team recorded against your benefit balance.
Open a System row and the details panel is titled Adjusted by System. It already shows as Approved, because it was recorded for you and there is nothing for you to submit.
What it records
An adjusted by system entry is a direct adjustment to your benefit balance for the year, for example to add or deduct an allowance amount that does not come from a normal receipt. Opening one shows a small Manual Expense Details card with:
- the Date of the adjustment,
- the Total cost (the amount it counts toward your balance), and
- a Note, if your HR team added one to explain it.
Because it is an adjustment rather than a purchase, it counts toward your used benefit balance for the year just like an approved expense does.
An adjusted by system entry has no receipt files and no approval steps for you to complete. There is no button to edit, resubmit, or cancel it, because it was recorded on your behalf and is already settled.
Why one might appear
Your HR team can record one of these to correct or top up your balance outside the normal upload flow, for example to add an extra allowance, apply a deduction that was agreed separately, or fix a balance after a change to your benefit. The optional Note is the best place to look for the reason.
Troubleshooting
- I do not recognise this entry. Open it and read the Note first. If it still does not make sense, contact your HR team and mention the date and amount shown.
- There are no receipt files to view. That is expected. This entry type never has a receipt, because it was not created from an upload.
- I cannot edit or remove it. Adjusted by system entries are managed by your HR team and cannot be changed from your account. Ask your HR contact if you think it is wrong.