Expenses

/hcm/expenses is your self-service surface for submitting business expense reports and tracking reimbursements. Reports are submitted as collections of line items (each with date / merchant / category / amount / receipt). Manager approval routes through your workspace's expense policy; reimbursements flow back through payroll on the next run after approval.

TL;DR — Open HCM → Expenses → New report. Add line items

• receipt images. Submit. Manager approves; reimbursement lands on the next payroll cycle.

Before you start

• Know your workspace expense policy — categories, per-diem limits, receipt thresholds, allowed currencies. The form surfaces the relevant constraints as you build the report.
• Have receipts ready as images or PDFs. Receipts under the workspace's threshold (often $25) may be exempt.
• For travel expenses: book through the workspace's preferred channel if specified; some workspaces auto-import from corporate card feeds.

Create a report

1. 1

   Click "New report"

   A blank report appears with a title field.

2. 2

   Title + period

   Free-text title; pick the date range the expenses cover.

3. 3

   Add line items

   Click Add expense. Each line takes date, merchant, amount, currency, category, and an optional note + receipt.

4. 4

   Attach receipts

   Drag a photo or PDF onto each line. The OCR pre-fills merchant, date, and amount; you correct any fields it gets wrong.

5. 5

   Watch the policy bar

   As you add lines, the policy bar at the top shows totals + any policy violations. Violations don't block submission; they flag the line for manager review.

6. 6

   Submit

   Goes to your manager. Audit log records HCM_EXPENSE_REPORT_SUBMITTED.

Track approval + reimbursement

Categories and policy violations

Workspace policy decides which categories exist and what limits apply (per-diem caps, per-line caps, daily totals, etc.). The form flags violations with a yellow chip; manager sees both the line and the reason for review.

Every field, explained

Common gotchas

• "OCR got the merchant wrong." Edit the field; OCR is a hint, not a contract.
• "My foreign currency line converted to the wrong amount." The FX rate is applied at submission date; if rates change before reimbursement, the original conversion stands.
• "Partial approval reimbursed less than I submitted." Rejected lines are excluded from the reimbursement; check the approval comment for the rationale.
• "My report is stuck in 'Approved' for weeks." Reimbursements flow on the next payroll run after approval. If payroll is monthly, that could be up to ~30 days. Talk to HR if it persists beyond two cycles.

Troubleshooting