Staff Expense Claims
Harvest Accounting provides a service for helping your staff to easily submit expense claims on the go in a truly paperless way. Once a month, Harvest will compile the expenses into a report, send to you or a team admin for approval, and then arrange payouts to staff.
Staff onboarding
Please provide us with the following details for any new team member that will be submitting expenses:
First name
Last name
Email address
Mobile number
When we set them up as a Dext user, they will be given a Dext login with a format similar to staff.claims.company@dext.cc. This will be linked to their work email address. They will receive an email invitation. Please share the following steps:
Submit claims during the month
Encourage your staff to download the submit your expenses to submit expenses using the mobile app throughout the month. It is easiest for staff to submit claims as soon as they get a receipt rather than wait til month end to submit a whole stack.
Expense report compilation
On an agreed upon chosen day towards the end of the month, for example 23th of the month, Harvest will send a reminder from Karbon to the Expense Approver one or two days before cut-off (for example 25th of the month), reminding them to make sure all staff have submitted their expense claims.
The expense approver should check off the reminder to acknowledge they have been completed and it will trigger a notification for our team to finalise the processing of monthly expense claims.
One or two days after cut-off (for example 26th of the month), after compiling the expense reports for all staff, Harvest will send the reports for approval in Dext to the Expense Approver. The Expense Approver will receive an email inviting them to review and approve the expense reports.
Once the expense reports have been approved, Harvest will publish the reports from Dext to Xero Bills to Pay.
Harvest will then initiate a Xero batch payment of the expense reports to DBS ready for your approval, or in other cases inform you that the expense reports have been finalised and leave it to you to make the final payments.
Workflow: Monthly Accounting | Financial Year End | Staff Expense Claims| Corporate Secretary