Expense claims and salary advances: a process that keeps finance happy
Receipts that disappear, claims that arrive three months late, advances nobody tracks - here is a reimbursement and advance process that works.
Expense Management
Expense claims
A good claim process has four rules:
- Claim within 30 days of spending, with a photo of the receipt taken on the spot.
- Categories with limits - travel, food, lodging, client entertainment - so obvious outliers stand out.
- One approver - usually the reporting manager - then finance checks receipts before payment.
- Pay with salary or on a fixed weekly date, never ad hoc.
Field travel is easier to pay on recorded kilometres at a per-km rate than on fuel bills.
Salary advances and loans
- Set who is eligible (for example, after confirmation) and the maximum, often one or two months' salary.
- Allow only one outstanding loan per employee.
- Agree the number of instalments when it is approved; the monthly deduction is the amount divided by the instalments.
- Deduct through payroll automatically and show the outstanding balance on the payslip.
- Recover any balance in full and final settlement if the employee leaves.
Why it matters
Claims and advances paid outside payroll are the most common reason books and payslips disagree. Running them through the same system closes that gap.
In TezzHR: employees claim expenses with a receipt photo and request loans from the app; approved loans are deducted in payroll each month until repaid, and only one loan can be outstanding at a time.
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