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Expense claims

Expense claims let an employee report out-of-pocket expenses (travel, meals, purchases…), have them approved by their manager, and get reimbursed.

Create & track an expense claim

From “Requests › Expense claims”, the employee creates claims and the manager validates them.

Create a claim

  1. Click New expense claim.
  2. Fill in the subject, then add one or more lines (date, label, amount excl. tax, VAT %). The gross amount is computed automatically.
  3. Attach your receipts (photo or PDF).
  4. Save as draft to continue later, or Submit for approval.

Lifecycle

Draft: being edited, editable and deletable.
Submitted: awaiting manager approval.
Approved: validated, awaiting reimbursement.
Rejected: refused by the manager (with a reason).
Reimbursed: settled via Iberis Finance.
Cancelled: cancelled by the employee.
The manager can approve or reject a submitted claim; the employee can cancel a claim as long as it is not approved.

Reimbursement

Reimbursement of approved claims is handled in Iberis Finance (payment to the employee, accounting entry and VAT).

Reimbursement management requires the company to also be synchronized with Iberis Finance. Otherwise the claim stays in the “Approved” status.

How to

  1. Go to Menu › Requests › Expense claims to open the list of your employees expense claims.
  2. Filter the list by the Submitted status to show the claims awaiting processing, then open the claim to review.
  3. Check the amount and the receipt, then click Approve and confirm: the claim moves to the Approved status.
  4. The reimbursement then happens in Iberis Finance: once paid, the claim automatically moves to the Reimbursed status and the employee is notified.

Plan limits

The number of expense claims depends on your Iberis HR subscription:

Free plan: up to 5 expense claims.
Premium plan: unlimited expense claims.

Internal policy (caps)

Beyond the subscription limit, a manager can set internal caps (Expense claims menu, “Expense-claim policy” section):

Per-claim cap (excl. tax): maximum net amount of a single claim. VAT is excluded: it is recoverable and does not weigh on the budget.
Monthly cap per employee (excl. tax): total net amount allowed per employee per month.
Receipt required: requires an attachment to submit.
These caps apply on submission (drafts are exempt). Leave a field empty to apply no cap.

How to

  1. Go to Menu › Requests › Expense claims, then expand the Expense claim policy panel at the top of the page.
  2. Fill in the Cap per claim field to limit the maximum amount of a single claim (leave empty for no limit).
  3. Fill in the Monthly cap per employee field to limit the total reimbursable per month and per employee.
  4. Tick Receipt required if a receipt must be attached to every claim, then click Save to apply the policy.