Managing your expense claims takes considerable time, both for the employee to compile and submit them, your managers to approve and Accounts/payroll to process.  Our software makes this whole process much simpler and faster while keeping everyone informed at all stages.  The expense module is configurable to meet your needs but the following describes the general process:

EMPLOYEES

Employees that submit expense claims can do so online.  Monthly claims can be raised and completed throughout the month or in one go.  The claims can hold expenditure, mileage, cash advances and returns.  Expense claims can be raised in any currency with exchange rates converting expense items back into the employees own currency.  All expense items are categorised according to your own category choices.  Receipts and invoices can be uploaded with the claim to support the individual items. Once complete the claim can be digitally signed by the employee to make it available to the manager.

MANAGERS

This stage gives the departmental manager or a company-wide expense approver the chance to check the expenses and return the whole claim to the employee if there are any queries.  If there are no queries it can be digitally signed to take the claim to Accounts.

ACCOUNTS

Claims can be checked and either returned to the employee with any queries or cleared for payment.  Cleared claims are then grouped into the same currency to be scheduled for payment.  Previously paid groups of claims payments can be viewed and particular expense claims (at all stages) can be searched for and reviewed.

A comprehensive expense report is available which shows the individual claims, the expense items in those claims, any money transactions, the payroll payment summary for each employee and a category summary showing totals for areas such as travel, meals and lodgings.

Read more about How to get started using Expenses with your free trial 

New Expense Management Module

Expense claims can be raised by your employees and include catergorised expenditure, mileage, advances and returns.  Receipts and invoices etc can be uploaded to support the claim.  Once complete employees can submit the claim to be approved by their manager or returned to the employee for alteration with manager notes.  Once happy the manager can sign them off to be processed by accounts.  Accounts can adjust the VAT element and clear the claims for payment in batches.  Claims marked for payment are reflected as such for the employee.  Claims are fully searchable.  

Claims can be raised for any currencies (set in the admin area) and claim lines in any currency and then converted to the claim currency with up to date exchange rates.

Claim lines can be categorised and reported on.

Comprehensive reports provide a detailed view of the expenses including a payroll report for cleared expenses.

Recent improvements

The punch clock (in/out) has been overhauled to provide a better experience with more choices of punch terminal.

A new Functionality Role of Emergency Contact Admin allows employees to see the home address and next of kin information of all staff.  This is useful for a simple users of EW Assist to have access to this information when the Client Admin is away from the office.

A new report has been added to show the status of staff appriasals at Reports > Performance.

Support Documents can be uploaded and shown to an employee when completing their appraisal.  The document is uploaded at Admin > Files and linked to the appropriate apprasial.

Training can be cancelled after it has been set as current by the Training Admin more easily. 

Having dispersed information across the business is unhelpful.  Each employee has a different way of recording information and interpreting it.  Employee come and go and the replacement has to find and understand the previous employees records.  Three good reasons why it is better to centralise your efforts.

Our software allows everyone to record their information in one place with the same rules and management processes as each other.  It is better to have one available pot of information than a selection of spreadsheets, wall planners, notebooks and memories.

Our software can be used to store the Employee document or make it available for the employee to read.  Either way it is a far better solution than that of email.  Firstly there is no certainty that an email has been read, even if the read reciept is requested it doesn't have to be sent by the recipient of the email.  Even with that sent there is no confirmation that the attachments on the email have been read.

Emails are notorious for being lost in transit, either before they reach their destination in spam filters or sent to the wrong address or missed in the volumes of emails that everyone recieves or deleted or mis-filed in the wrong email folder.  Even if the email arrives in the inbox it soon disapears off the first page.  Emails are not the registered post they once were.

Our software does use emails as notifications and alerts but their purpose is to direct the recipient to the system rather than impart too much information there and then.  For one reason the email is out of date as soon as it leaves our servers.  The only up to date information is in the software.

Our general premise is that an action takes place by one or more employees and when another employee logs in those actions are waiting and can be further actioned or completed.  You should think of our software as the pot of information that everyone can dip in to (securely and with proper access permissions).  When someone else logs in there may be a leave request waiting, an accident report to complete, a training course request to organise and so on.

Documents follow the same approach.   Documents are uploaded to our secure servers and are available for the employee to read as and when they are able to.  Your Company Handbook, guidance during Apprisals or Location information for training courses is on hand in an available location.  In short its available to refer to when it is needed.

Our software quietly keeps track of who has read which documents and when so in the case of an employee not seeing a memo or a revision to the handbook, you can check.

Emails simply do not offer the same access, controls, security or availability as we can offer. 

DOCUMENT MANAGEMENT (NEW ADDITION)
 
This module weaves its way through the entire system allowing you to upload the relevant documents/originals directly against the records they support.  Documents can also be uploaded for a particular employee (such as their terms of employment) and furthermore company wide documents can be made available to everyone (such as Company Handbooks).  A complete log is kept of when someone opens a document and security is provided for private documents.  This module is active on all accounts but with a small amount of storage to allow for testing which can be increased. NOTE: 0.5Gb can hold around 2500 PDF documents.  [READ MORE] 

EQUALITY AND DIVERSITY
 
Keeping this information can be time consuming but We makes it easy to capture.  The questions and possible answers, which are available to edit and add to, are only available to your employees.  The reporting of this information is at a company level.  This is particularly important as the answers to these questions are often very personal.  The questions cover length of service, age, sex, Ethnicity, Disability, sexual orientation and religion.

TODOs
 
A number of other modules utilise the ToDo system to raise tasks and keep track of jobs but enabling this module allows you free rein to issue tasks to yourself, your colleagues or a department.  Others have to accept tasks (or reject them which can then be re-issued to someone else by the originator).  They can also be returned to the originator, when set as complete, to be signed off or to trigger the next step.

IN/OUT
 
Our In/Out module can let employees record their whereabouts making a today's out report available to all staff which includes leave and sickness information.  There is also the benefit of an online punch clock offering complete time and attendance information.  This can be combined with a wall-mounted punch clock to allow punches at a point of entry to your business locations with cards or fobs.

TRAINING
 
A training management system that allows you to list available courses for your employees to undertake should they need or require further training .  Additional controls can be added, e.g. making courses mandatory such as induction training or by job title to accommodate your training requirements.

This program will record all training undertaken by your employees, if and when they need to be up dated and record and ensure all employees undertake all training specific  to them and/or  their role within your company.