Daily Expense Reports

Daily expense reports are how employees account for money spent from their custody balance. Each report details what was purchased, how much was spent, and provides receipts as proof. This page covers creating, submitting, and reviewing expense reports.

Creating Daily Expense Reports

To create a new daily expense report:

1. Navigate to HR Management > Custody > Daily Expenses (or access it through the employee's custody section).
2. Click New Report or Add Daily Report.
3. Select the employee (or it is pre-filled if creating from their profile).
4. Set the date for the report.
5. Optionally link the report to a specific custody record.
6. Save the report header, then add individual expenses.

info

A daily expense report can be linked to a specific custody record or left unlinked. When linked, the expenses reduce that custody's remaining amount. When unlinked, they affect only the employee's overall custody balance.

Adding Individual Expenses with Details

Each daily report contains one or more individual expense entries. For each expense:

1. Click Add Expense within the report.
2. Enter the description of the expense (e.g., "Office supplies - printer paper").
3. Enter the amount spent.
4. Select the category if applicable.
5. Attach a receipt if available.
6. Save the expense entry.

You can add as many individual expenses as needed to a single daily report.

Expense Fields

Field	Description	Required
Description	What was purchased or paid for	Yes
Amount	How much was spent	Yes
Category	Expense classification	No
Receipt	Photo or PDF of the receipt	No
Notes	Additional details	No

tip

Add expenses throughout the day as they occur. It is easier to record a purchase immediately than to reconstruct a full day of spending from memory.

Attaching Receipts (Photos/PDFs)

Receipts provide proof of purchase and are an important part of expense accountability:

• Photo receipts -- Take a photo of the paper receipt with your phone. Supported formats: JPG, PNG, HEIC, HEIF.
• PDF receipts -- Upload digital receipts received via email as PDF files.

To attach a receipt:

1. Open the expense entry within the daily report.
2. Click the Attach Receipt button or the attachment icon.
3. Select the file from your device.
4. The receipt is uploaded and linked to that expense entry.

Each expense can have one or more receipt attachments. Reviewers can view attached receipts when approving the report.

note

Receipt attachments are stored securely in your tenant's storage and are only accessible to users with HR custody permissions.

Submitting Reports for Approval

Once all expenses for the day have been entered:

1. Review the daily report to ensure all expenses and receipts are included.
2. Verify the total amount matches the actual spending.
3. Click Submit to send the report for approval.

After submission, the report status changes from Draft to Pending and can no longer be edited by the submitter.

Draft → Pending → Approved
                 → Rejected → Draft (for corrections)

Report Review Process

Reviewers (typically HR managers or finance staff) process submitted reports:

1. Navigate to the daily expense list and filter by Pending status.
2. Open a submitted report.
3. Review each expense entry:
   • Is the description clear and reasonable?
   • Is the amount appropriate for the expense?
   • Is a receipt attached for significant purchases?
4. Check the total against the employee's custody balance.
5. Click Approve or Reject.

Approving a Report

When approved:

• The total expense amount is recorded against the employee's custody balance (increases total spent).
• If linked to a specific custody, that custody's remaining amount is reduced.
• The employee's overall balance is updated.

Rejecting a Report

When rejected:

• The report returns to Draft status so the employee can make corrections.
• No balance changes occur until the corrected report is resubmitted and approved.
• The reviewer can add a rejection note explaining what needs to be corrected.

caution

Review expense reports promptly. A backlog of pending reports makes it difficult to track accurate custody balances and can delay financial reconciliation.

Expense Report PDFs

Generate a PDF summary of any daily expense report:

1. Open the daily expense report.
2. Click Generate PDF or the PDF icon.
3. The system creates a formatted document.

The PDF includes:

• Report date and employee details
• Itemized list of all expenses with descriptions and amounts
• Total expenditure
• Linked custody reference (if applicable)
• Approval status and reviewer notes
• Attached receipt references

This PDF is useful for:

• Filing physical copies in employee records
• Sharing with finance for reconciliation
• Audit documentation

tip

Generate expense report PDFs for approved reports at the end of each month. This creates a monthly paper trail that complements the digital records in Shaari.