Consolidate selected expense claims to single pay item in payroll system

Overview: 

Payroll admins can now consolidate multiple expense claims into a single line item on payslips.

When processing reimbursements through payroll, each expense claim appears as a separate line item on the payslip. For smaller teams or roles where itemised details are important, this works great. However, companies with high reimbursement volumes — like executive management teams or customer-facing roles — end up with extremely long payslips that can be difficult to manage.

Now admins have the option to allow selected claims to be combined into one 'Reimbursements' entry with a consolidated total. 

This feature is available for Singapore, Malaysia, and Hong Kong payroll.

TABLE OF CONTENTS

• How it works
• What gets consolidated?
• Important details

How it works

When creating a pay run in Omni HR and processing expense claims:

1. Navigate to the Select & adjust expense step
2. Click the Advanced settings button
3. Posting claims individually is default; toggle on Grouped into one pay item to consolidate
4. This setting applies to all expense claims in the entire pay run for all employees

All selected expense claims will be summed together and appear as a single "Reimbursements" line item on each employee's payslip.

What gets consolidated?

• Only expense claims that are selected by the admins will be consolidated
• The system sums up the amounts from the To be reimbursed column of selected claims
• The consolidated total is sent to the payroll system as one pay item during pay run creation

Important details

• It's optional: You can turn consolidation on or off for each pay run based on your needs
• All or nothing: The consolidation setting applies to all expense claims in the pay run — admins cannot consolidate claims for some employees but not others
• Claims must have amounts: If a claim is selected but has no "To be reimbursed" amount, the system won't allow you to proceed
• Clean payslips: The consolidated pay item shows only the total amount with no category, policy, or merchant details
• Reimbursements in multiple pay runs will not be consolidated: If you process reimbursements multiple times for the same employee in different pay runs, each pay run will show its own "Reimbursements" line on the payslip. For the cleanest payslips, we recommend processing all claims for an employee in one pay run and enabling consolidation, rather than spreading reimbursements across multiple runs
• Reimbursement tracking still works: The system will still mark claims as "Reimbursed" automatically after payment is completed based on the value date of your bank file. 

Still Need Help?

Reach out to our support team should you need further assistance.