What it is
Expense claims cover the out-of-pocket costs a shift can carry — a receipt, the kilometres driven, an allowance or a per diem. A worker enters the claim with its kind, the date it was incurred and either an amount or, for mileage, a distance that’s costed at the agency’s rate, then submits it for review.
On the other side, the claims register is where managers work the submissions: approve a valid claim, reject one with a reason the worker will see, or mark an approved claim reimbursed once it’s paid. Together they give a clean, auditable path from a worker’s out-of-pocket cost to a settled, reimbursed claim.
When to use it
- A worker has an out-of-pocket cost to claim back
- You’re claiming mileage for travel between sites
- A manager needs to review and approve submitted claims
- An approved claim has been paid and needs marking reimbursed
How it works
Step by step.
- 1
Start a new claim
Open a new claim from the expenses register or the time-and-attendance home.
- 2
Choose the claim kind
Pick receipt, mileage, allowance or per diem. The kind decides whether you enter an amount or a distance.
- 3
Enter the detail
Set the date it was incurred and add a short title and note. For mileage, enter the kilometres and the cost is worked out at the agency rate.
- 4
Submit the claim
Submit it. The claim moves from draft to submitted and lands in the manager’s register for review.
- 5
Review in the register
A manager approves the claim, or rejects it with a reason the worker can see.
- 6
Mark it reimbursed
Once an approved claim is paid, mark it reimbursed so the register reflects that it’s settled.
Worked example
Follow it through.
The scenario
Daniel Cho drove 36 km between Docklands Distribution Centre and Harbour Point Terminal on Mon 9 Jun and claims the mileage.
- 1 Daniel starts a new claim and chooses the mileage kind.
- 2 He sets the incurred date to Mon 9 Jun and enters 36 km.
- 3 The form costs it at the agency mileage rate — $0.85/km — for $30.60.
- 4 He adds the title "Site transfer — Docklands to Harbour Point" and submits.
- 5 His manager opens the register, approves the claim, and later marks it reimbursed once paid.
The result
Daniel’s $30.60 mileage claim moves from submitted to approved to reimbursed, leaving a clear record of the cost and its settlement.
Tips & notes
Good to know.
- For mileage, enter the distance and let the form apply the rate — don’t key a dollar amount, or it won’t match the agency rate.
- A rejection needs a reason, and the worker sees it — a clear note saves a back-and-forth.
- Use the status filter in the register to work one bucket at a time — submitted to approve, approved to reimburse.
- Per diems and allowances are flat-amount kinds; receipts and mileage are the ones with backing detail to check.
When you’re done
An out-of-pocket cost is claimed, reviewed and settled, with an auditable trail from submission to reimbursement.