Apply a weekly reimbursement or allowance to your times in Submit Shifts
There may be times when you incur expenses at work as part of your job that your employer may need to reimburse you for. These are some of the costs that might be incurred while at work, for example:
- Food expenses while travelling
- Travel expenses to and from the airport or a venue
- Or a reimbursement for personal mobile phone usage
If this is the case, your employer will require you to submit a reimbursement with proof of purchase in the form of a receipt. Once approved, these funds will be added to your next paycheck.
Submit a reimbursement
To submit a reimbursement, you will need to do this in the Times menu of your Employee App. A reimbursement can be submitted independently. This allows you the flexibility to request Reimbursement for eligible expenses even if you have not submitted your shifts for approval.
To submit a Reimbursement:
- On the Times screen, select 'Weekly Reimbursement'.
- Enter the following:
- Reimbursement Type - Select the relevant reimbursement type. Your business will have a list of valid options.
- Reimbursement Date - The date the Reimbursement refers to. This date can only be today or a day in the past.
- Amount - The $ amount to be reimbursed.
- Roster - Select the roster to which the Reimbursement is relevant.
- Position - Choose your position.
- Document - Upload your supporting document. This is a mandatory field, and you cannot progress without uploading a document.
- Comment - Provide more information to your manager on your expenses.
- Once you have entered the relevant reimbursement details, select 'Add reimbursement'. This will now be submitted to your manager for approval.
After submitting your reimbursement
You'll see a summary of your entry on the Times page. From this area, you can:
- Delete your Reimbursement - Select the delete icon and resubmit your entry if you have made an error in your submission.
- Submit more reimbursements - Select the + icon to submit more reimbursements for the week.
Once your manager has approved your Reimbursement, it will appear on your next payslip within the relevant section. If you have submitted multiple reimbursements, each will be listed as a separate description.
Submit a weekly allowance
If your business requires you to submit an allowance, you can do so by selecting the 'Weekly Allowances' option.
To submit a Weekly Allowance:
- On the Times screen, select 'Weekly Allowances'.
- Enter the following:
- Roster - Select the roster to which the Allowance applies
- Position - Select the position the Allowance applies to
- Allowance Type - Select the relevant Allowance Type
- Allowance Rate - Apply the Allowance Rate
- Once you have entered the relevant allowance details, select 'Add allowance' for your manager's approval.
If you are looking to add additional information to a shift, such as Leave, Daily Allowances, Documents or Timesheets, then please refer to this guide.