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Expense claims

The one purchase your controls cannot prevent.

An expense claim is a debt owed to an employee, and Atlas treats it that way. The money is already spent. What is left is evidence, policy and a reviewer.

How a claim runs

Claim, receipt, policy, approval, payable, paid.

Each line has a receipt. Approval follows your real delegation schedule. Once approved, the claim is a payable to the employee, paid in the normal payment run.

  • Why a payableThe organisation owes that person money. Anything else hides a real liability.
  • Same ladderSame levels and bands as a requisition, so no quiet route round your thresholds
  • PaidMarked paid when the accounts say so. Never the other way round.
  • Off by defaultIncluded, but off until you switch it on. It is a second way money leaves, beside your buying controls.
.../expenses
Expenses — Each claim, and what it is waiting on.
ExpensesEach claim, and what it is waiting on.
Mileage and per diem

It refuses rather than guesses.

Mileage and per diem use the published rate for the expense date. Atlas records the rate used. No rate for that date? It REFUSES the line.

  • Why refuseA guess looks like a correct number. A rate a year out of date pays everyone wrongly for a year.
  • DatedA claim for last quarter uses last quarter's rate
  • Expired vs unconfirmedReported separately. One national mileage rate has not moved since 2011. Unchanged is not proof anyone checked.
  • RecordedThe rate is stored on the line, so a claim can be re-checked years later
.../expenses/settings
Rates and policy — The published rates, and when each applies.
Rates and policyThe published rates, and when each applies.
Receipts

Stored, fingerprinted, never read by us.

Receipts are evidence for the approver. Atlas does not scan them, and connects to no bank or card feed.

  • No OCRNothing pulls figures from your receipts
  • No card feedsAtlas sees what you claimed, not what you spent
  • AccessReceipts are not open to colleagues at large
  • DuplicatesMatched on content, so the same receipt under a new file name is still caught
.../expenses
Expenses — The claim, its lines and its evidence.
ExpensesThe claim, its lines and its evidence.
For finance

It lands in the ledger like any bill.

An approved claim posts as a payable to the employee. It is coded to the account and cost centre the approver accepted.

  • CodedAccount and cost centre on every line, from your own chart
  • PostedSame connector and period check as a supplier invoice. A unique key stops it posting twice.
  • HonestIf a ledger cannot safely create the employee as a supplier, Atlas says so. You create and map the record.
  • NeverA payment instruction. Atlas moves no money, for claims or invoices.
.../expenses
Expenses — What reaches the ledger, and how.
ExpensesWhat reaches the ledger, and how.