Expense claims

What it is

Money staff spent for the school that they want paid back.

Why it matters

Makes sure every reimbursement is checked before money leaves.

When to use it

Staff submit claims; a finance controller approves and the accountant pays.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Accounting to open it.
3. Click Expense claims.

What you see

Expense claims · click the picture to enlarge

• The list has these columns: Claim, Claimed by, Date, For, Status, Amount. Click a column name to sort by it.

Using the list

Type in the search box to find a row. Use filters to narrow the list. Click a row to open it. More in Lists.

Opening a record

Click any row in the list to see everything about it on one page.

CLM/FY2026-27/000001 · click the picture to enlarge

Filling in the form

1. Click the New button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (4 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Expense claims · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Spent on *	date	The date the money was spent.
Amount (USD) *	number
What it was for *	long text	Describe what was bought or paid for, in a few words.
Expense account *	choose
Cost centre	choose
Fund	choose

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

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