Expenses

Expenses is where HR keeps track of money employees spent on the company's behalf (taxis, fuel and Salik, client meals, small equipment, training fees) and that the company owes back to them. HR records each claim, an approver approves or rejects it, and once the money has gone out the approver marks the claim Paid.

Use it when you want one place that shows every reimbursement claim and where it stands. Typical users:

• HR coordinators or HR managers record claims from the receipts employees hand in.
• Owners and SolaHR Administrators approve, reject and mark claims paid.
• Finance checks the Approved claims before paying them.

SolaHR only tracks the claim's status. It does not transfer money, add the amount to a payroll run or a payslip, or post anything to SolaCount. You pay the employee through your normal process and then record it here.

Where to find it

The screen

The page is titled Employee Expenses, with the subtitle Review expense reimbursements.

Header

There are no summary tiles, search box, filters, export or bulk actions on this screen.

The claims table

Claims are sorted by Expense Date, newest first, 20 per page.

Under the table: Showing 1–20 of 57, Previous, the page number (for example 1 / 3) and Next.

• Empty state: No records found when the organization has no claims yet.
• Loading: a table placeholder while the list loads. If loading fails, an error panel appears instead of the table.

What is not on this screen

• No edit and no delete for a claim. Check the details before you click Save.
• No receipt upload. Write the receipt number in Notes and keep the paper or scan in your own files, or attach it to the employee's record under Documents.
• No employee self-service. Employees cannot submit claims from My Portal; HR records them.

Statuses and lifecycle

Submitted ──Approve──▶ Approved ──Mark Paid──▶ Paid
    │
    └──Reject──▶ Rejected

There is no "undo". An approved claim can only move on to Paid from this screen, and rejected and paid claims cannot be changed.

Record an expense claim

1. Go to Payroll & Compensation → Expenses.

2. Click Add (top right). A wide window titled Add opens.

3. Fill in the fields:

   Field	Required	Rules / defaults	Notes
   Employee	Yes	Lists active employees only, by name.	A terminated or inactive employee does not appear.
   Category	Yes	Defaults to أخرى / Other. Options: Travel, Meals, Equipment, Training, Other.	Pick the closest; use Description for detail.
   Amount	Yes	At least 0.01; up to two decimals.	Type the number only, for example 245.50.
   Expense Date	Yes	Defaults to today. Any valid date.	Use the date on the receipt, not the date you enter the claim.
   Description	No	Up to 255 characters.	Shown in the list, for example Taxi to client meeting, Abu Dhabi.
   Notes	No	Free text.	Receipt number, cost centre, real currency if it differs. Not shown in the list.

4. Click Save.

Result: the window closes, you see Updated successfully, and the claim appears in the list with status Submitted.

If something is missing or invalid (no employee, an amount of 0, no date), the window stays open and the problems are listed at the top of it. Fix them and click Save again.

Approve a claim

1. Find the claim with status Submitted.
2. Click Approve on its row.
3. The confirmation Approve expense opens, showing the claim's record number: "Mark this expense as approved for payment."
4. Click Approve expense (or Cancel to leave it).

Result: Updated successfully, the status changes to Approved, and the row now shows Mark Paid. SolaHR stores your user as the approver and the time of approval.

Reject a claim

1. Find the Submitted claim and click Reject.
2. The confirmation Reject expense opens: "Mark this expense as rejected."
3. Click Reject expense.

Result: Updated successfully and the status is Rejected. There is no reason field. Tell the employee why yourself, and if they resubmit with a corrected receipt, record a new claim.

Mark a claim as paid

1. Pay the employee (bank transfer, cash, or with your monthly reimbursement batch).
2. Find the Approved claim and click Mark Paid.
3. The confirmation Mark expense as paid opens: "Record that this expense has been paid. Confirm only after verifying the payment."
4. Click Mark as paid.

Result: Updated successfully and the status is Paid. No payment date or reference is stored; the payment itself lives in your bank or in SolaCount.

Rules SolaHR enforces

• Approving and paying need the approval right. Recording a claim needs Create and edit employee expenses. Approving and marking paid need, in addition, Approve and pay employee expense reimbursements. Out of the box only organization Owners and SolaHR Administrators hold it. The general SolaHR manager role can record claims but not approve them. This keeps the person who enters a claim separate from the person who releases the money.
• No self-approval. Nobody can approve or mark paid a claim that belongs to their own employee record, even an owner. SolaHR matches your sign-in email against the employee's email, work email and personal email. If they match, you see "Employees cannot approve or pay their own expense reimbursements." Ask another approver.
• New claims always start as Submitted. You cannot record a claim directly as approved or paid.
• Employees must be active to be picked on a new claim. Existing claims of employees who later leave stay in the list.

Currency

The form has no currency field. Claims recorded from this screen are stored with the currency code JOD, whatever your company currency is, and the Amount column shows that code after the number (for example 180.00 JOD). Until this changes:

• Treat the code in the list as a label only. The number is what the employee is owed in the currency they paid.
• If the claim was not in your company currency, write the real currency and amount in Notes, for example Paid USD 49.00 in Muscat, AED 180.00 at card rate.

Permissions

• Anyone who can open Expenses sees every employee's claims in the organization. The list is not limited by the departments assigned in Team access.
• Owners can change what the general roles include; the table shows the defaults.

Worked example 1: a single taxi claim

Sara Khan, an account manager at Al Noor Trading LLC, hands HR a taxi receipt for AED 62.00 from a client visit in Business Bay on 1 October 2026.

1. The HR coordinator, Layla Mansour, opens Payroll & Compensation → Expenses and clicks Add.
2. She fills Employee Sara Khan, Category سفر / Travel, Amount 62.00, Expense Date 2026-10-01, Description Taxi to client, Business Bay, Notes Careem receipt 7731, then clicks Save.
3. The list shows the claim at the top: Sara Khan · سفر / Travel · Taxi to client, Business Bay · 62.00 JOD · 1 Oct 2026 · Submitted.
4. Huda, the owner, clicks Approve → Approve expense. The status becomes Approved.
5. Finance pays AED 62.00 in the Thursday petty-cash run. Huda clicks Mark Paid → Mark as paid. The status is Paid and the row has no more buttons.

Worked example 2: a business trip with an approve, a reject and a self-claim

Omar Haddad, a sales executive, drives to a buyer in Abu Dhabi on 2 October 2026. Huda Saleh, the owner, is also on the employee list with a claim of her own, and Sara Khan is a SolaHR Administrator.

1. The HR coordinator records four claims with Add:

   Employee	Category	Amount	Expense Date	Description	Notes
   Omar Haddad	Travel	180.00	2026-10-02	Salik and fuel, Dubai–Abu Dhabi return	Fuel receipt 55120, Salik statement
   Omar Haddad	Meals	245.50	2026-10-02	Client lunch, Abu Dhabi	Receipt 44871, 3 guests
   Omar Haddad	Equipment	89.00	2026-10-03	Phone car charger	Receipt 90012
   Huda Saleh	Training	1,200.00	2026-09-28	VAT update workshop	Invoice TRN-2209

   All four show Submitted.

2. Huda reviews Omar's claims:

   • Travel 180.00 → Approve → Approve expense → Approved.
   • Meals 245.50 is above the AED 150 per-person limit in the company policy, so → Reject → Reject expense → Rejected. HR tells Omar to resubmit only his own share.
   • Equipment 89.00 → Approve → Approved.

3. HR records the corrected meal claim: Meals, Amount 82.00, Description Own share of client lunch, Notes Replaces rejected claim, receipt 44871. It is Submitted; Huda approves it.

4. Huda clicks Approve on her own training claim. SolaHR refuses: "Employees cannot approve or pay their own expense reimbursements." The claim stays Submitted. Sara Khan approves it instead.

5. On 9 October finance transfers AED 351.00 to Omar (180.00 + 89.00 + 82.00) and AED 1,200.00 to Huda. Huda marks Omar's three claims Paid; Sara marks Huda's claim Paid.

End state in the list:

How it connects

Messages you may see

Tips and common problems

Related

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• Employees
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