A new and more efficient expense submission process. Instead of completing a spreadsheet and submitting multiple expenses together by completing a PDF form at the end of a period, employees will now submit each expense individually through a digital online form as soon as it is incurred. Each expense will be routed for approval immediately, providing faster processing, improved visibility of approval status, and reducing the need to manage large batches of expenses. This streamlined approach will make expense claims easier to track, approve, and reimburse while improving overall accuracy and compliance.
Follow these simple steps to upload each expense and get them approved by your manager or HR department.
Step 1: Access the Expenses Page
To begin, select Expenses from the navigation bar on Mauve Insight.
Step 2: Click the Add new expense button.
This can be found above the table in the right hand corner.
The Add expense page will open.
Add in the claim details and make sure to double-check that all of this information is accurate before proceeding to the next step.
Step 3: Add the Approver's Email
In the "Approver" box, enter the email address of the person who will be approving your expense claim. This could be your manager or HR department. If you need to add multiple approvers, simply separate their email addresses with a comma.
IMPORTANT: Expense approvers must have access to the Mauve Insight platform to approve expenses. If they do not currently have a user account, we will be in touch to set this up.
Step 4: Attach Your Receipts
Next, click on the "Upload documents" button to select and attach any relevant receipts. Make sure to include all necessary documentation to support your expenses.
Note: Each individual expense claims must always be submitted in the currency in which reimbursement will be made (the local currency). If this is different to the currency that's displayed on the receipt, the claim form must display both the original amount and the converted amount (using an online currency converter) in the local currency.
For more details on which amount to add to your claim, read the article below
Step 5: Submit Your Expenses
Once you have filled in all the required information and attached your documents, click on the "Submit expense" button to submit your claim
IMPORTANT: The cut-off date to submit your expenses is the 8th day of each month. Your line manager must approve them by the 12th of each month.
Any expenses submitted or approved after these dates, will be reimbursed with the following month’s salary.
To find out about cut-off dates for the submission of data, please visit the below link.
Step 6: Track Your Expense Claim
After submitting your expenses, you can track the status of your claim on the Expense list page. Your claim will appear as "Submitted" until it has been approved by your manager or HR department.
Step 7: Notification and Updates
Once you have submitted your expenses, an email notification will be sent to your manager or HR department at the end of the month. Mauve will provide final approval for your expenses and will then be notified. You will be able to submit as many individual expenses as you like each month and you can update or add to your claim at any time until it has been approved.
That's it! You have successfully uploaded your expenses on Mauve Group's platform. If you have any further questions or need assistance, please don't hesitate to contact our support team.