Submitting Expenses on Behalf

Last Updated: February 25, 2025

Overview:

In Omni HR, designated users such as managers or finance admins can submit expenses on behalf of other employees. This feature ensures smooth expense management when employees are unavailable or when expenses are centrally managed.

Prerequisite: As an admin, if you want to allow managers or finance admins to file expense claims for others, their role in the access control must be set up first.

       Example for Managers:

1. Go to Access Control Settings:

   • Access Control > Manager

   • Under Manager's Access to Employee Profiles > Expense

   • Under Other Profiles column > Enable View > Save

  2. Adjust System Functions Permissions:

• Scroll down to Manager's Access to System Functions > Expense

• Choose the functions the user can perform in the Expense module:

  • Submit / Edit / Delete expenses for other employees

  • Manage reimbursements of expense submissions

  • View expense records tracker and generate reports

  • Configure expense settings

• Click Save

Steps to Submit Expenses on Behalf:

Step 1: Go to the Employee's Profile

• From the System Dashboard (left side panel), navigate to People.

• Search for the name of the employee you are submitting the expense for.
  
  

Step 2: Access the Expense Tab

• In the employee’s profile, go to the Expense tab.

• Click Add Expense.

• After clicking Add Expense, an expense form will pop up, prompting you to enter the details.

• You will see an Information Icon at the top of the form confirming that:
  "You are currently submitting an expense claim on behalf of (Employee Name)."

Step 3: Submit the Expense

• Fill out the required details.

• Click Submit to complete the process.

Related Articles (s):

• Downloading Expense Report
• Configuring the Access Control - Role's access to System Functions
• Configuring the Access Control - Role's access to Employee profiles

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