Submit And Track My Expense Claims

When you spend your own money on the organisation’s behalf — fieldwork travel, a course fee, a working lunch — you get it back by filing an expense claim in Veona. You build the claim line by line, pick the category each line belongs to, and submit. From there Veona routes it to the right approver automatically, and you simply watch it move from submitted, to approved, to reimbursed. No paper, no chasing.

A few terms up front. ESS stands for employee self-service — the “My HR” floor every staff member reaches with no special HR permission, scoped so you only ever see your own claims. A category groups claims (Travel, Meals, Training…) and may carry a per-claim cap that HR has set. Reimburse via is how the money finds its way back to you: either folded into your next pay run as an add-on (Payroll), or paid out straight away outside payroll (petty cash or bank transfer). The approval engine is the shared chain that sends your claim to the right manager based on its amount.

Who / when: Any Staff with an employee record, whenever you need reimbursing for something you paid for. You file and track it yourself; the deciding and the paying are HR/manager jobs that happen for you.

We will follow Tunde, a lab scientist back from three days of fieldwork.

File a claim and track it

1. Any Staff — open Human Resources → My HR → My Expenses. The readouts across the top count your “Claims”, how many are “Pending”, and how many are “Approved”. Your full list sits below in “My Claims”, each row showing its “Reference”, “Title”, number of “Lines”, “Total” and “Status”.
2. Any Staff — press “New Expense Claim” at the top right. The “New Expense Claim” dialog opens.
3. Any Staff — in “Claim Details”, pick yourself in the “Employee” picker (a searchable field, not free text), give the claim a clear “Title” (for example “June fieldwork travel”), and set the “Currency” if it is not the default.
4. Any Staff — in “Expense Lines”, fill the first line: choose a “Category” from the searchable picker, write a short “Description”, enter the “Amount”, and set the date it was “Incurred On”. Press “Add Line” to add as many lines as the claim needs — one claim can carry several expenses.
5. Any Staff — press “Submit”. Veona confirms “Expense claim submitted for approval.” Your new claim appears in “My Claims” with its own reference and a “Submitted” status pill, and the claim total is the sum of your lines.
6. Any Staff — watch it travel. The moment you submit, Veona routes the claim through the approval engine to the right manager (by amount); you do not pick an approver. Refresh the screen whenever you like — the “Status” pill tells you exactly where it stands.

Note

Money is entered as a plain amount per line — Veona adds your lines into the claim total for you. Each line needs a description, an amount and an incurred-on date to count; an incomplete line is ignored, and a claim with no complete lines (or a zero total) is refused with a clear prompt.

Tip

Group related spend into one claim with several lines rather than filing many tiny claims. The whole claim is approved (or rejected) as a unit and reimbursed once, so one well-built claim is far easier to follow than a scatter of single-line ones.

What the statuses mean

Every claim in “My Claims” carries a status pill so you always know where it is:

• Submitted — filed and waiting for a decision in the approver’s inbox.
• Approved — the decision was yes; the claim is cleared and waiting to be paid back.
• Rejected — the decision was no; nothing will be paid for this claim.
• Reimbursed — the money has been paid back to you (via payroll or an immediate payout).

Other ways this goes

How you actually get the money back

1. Any Staff — once your claim is “Approved”, HR reimburses it. There are two ways the money comes back, and HR chooses the method when they pay: Payroll (the approved amount rides your next pay run as a non-taxable add-on, lifting that payslip’s net pay) or an immediate payout (petty cash from the drawer, or a bank transfer, outside payroll).
2. Any Staff — either way, when it is done your claim flips to “Reimbursed” and Veona notifies you. If it went via payroll, look for the add-on on your next payslip; if it was an immediate payout, the money has already left to you. The manager side of this is covered in Approve Expense Claims And Reimburse.

Your claim is approved

1. Any Staff — the approver in your claim’s chain decides it from their own inbox (see Decide HR Requests In My Approvals for that side).
2. Any Staff — back on Human Resources → My HR → My Expenses, your claim shows “Approved” and Veona sends you a content-free notification. It is now cleared and waiting to be reimbursed — approval clears the claim, it does not pay you yet.

Your claim is rejected

1. Any Staff — if the approver declines, your claim shows “Rejected” and you are notified.
2. Any Staff — nothing will be paid for that claim. If it was a misunderstanding or you left out detail, file a fresh claim with the lines and descriptions corrected, and it will route for approval again.

Tracking your claim history and payouts

1. Any Staff — “My Claims” is your complete expense record. Every claim you have ever filed is listed with its reference, title, line count, total and current status, newest first, so you can see at a glance what is pending, what was approved, what was paid and what was declined.
2. Any Staff — when a claim reaches “Reimbursed”, that is your confirmation the money has been returned — by the next pay run for payroll claims, or already disbursed for immediate ones.

Your claims stay yours

1. Any Staff — My Expenses shows only your own claims; the screen is scoped to you. There is no path here to see a colleague’s claim, however you navigate.
2. Any Staff — filing a claim is the self-service floor every employee has. Approving claims and reimbursing them are privileged HR/manager actions that happen elsewhere — you never need those rights to get your own money back.

What happens next

Your submitted claim is now in the approver’s hands; once approved it waits to be reimbursed, and once reimbursed the money is on its way — via your next pay run or an immediate payout. You can follow the whole journey on “My Claims” without sending a single email. The manager and HR side — deciding claims and paying them back — is in Approve Expense Claims And Reimburse.

Follow the trail

• Previous: Use The My HR Self-Service Hub
• Next: Approve Expense Claims And Reimburse · Decide HR Requests In My Approvals
• Related: Use The My HR Self-Service Hub · Approve Expense Claims And Reimburse · Decide HR Requests In My Approvals