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This guidance is for Lumary WFM/DC. For help with a different Lumary product, check out our Care Management (CM), Allied Health (AH) or Applied Behavioral Analysis (ABA) guides.

Approve worker expense claims

Updated

Lumary WFM - This article explains how to manage, approve and reimburse worker expense claims.

Workers can record and request reimbursement for expenses incurred as part of travel or transport when ending travel or transport for a session, and for other general expenses via the Claim Expenses tab or My Expense Claims tab on mobile (if enabled).

Required packages and permissions

Available with: Lumary WFM 1.5 and later

Updated in: Lumary WFM 2.10, WFM 2.12

Supported in: Lumary DC

Expense claim processing

Review approval requests

Expense claims requiring approval will be assigned to the worker's manager.

To approve expenses assigned to you as manager:

  1. Click on the App Launcher (nine-dots icon), search for and select Approval Requests. 

This will open the Approval Requests Items to Approve list. Expense claims will be listed with a Type of Non-Labour Cost.

  1. Click on the item name in the Related To column to open the approval request. A summary of the expense claim item is shown in the Details panel, and any comment entered by the submitter will show in the Comments panel on the right.
  2. Click on the text link under Non-Labour Cost ID to open the full record. To check for any attachments, click into the Related tab and check the Files related list.
  3. On the Related tab below Files you can review the Approval History.
  4. Click the appropriate button to Approve, Reject or Reassign the expense.
  5. Click the browser back button twice to return to the list and repeat for any additional items.

You may also receive email notifications when items are requiring approval. Click the link in the email to navigate directly to the approval request.

Submit for approval for Non-Labour Cost records is enabled via Setup > Approval Processes > Manage Approval Processes For: Non-Labour Cost > Personal Expense Approval. This can be activated or deactivated according to your organisation's requirements.

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Review and approve worker expense claims

Expenses can be reviewed and approved from the Non-Labour Costs tab:

  1. Click on the App Launcher nine dot icon.
  2. Search for non-labour costs.
  3. Click on the Non-Labour Costs item. This will open the Non-Labour Costs - Recently Viewed list view.

If there are No results when you search for Non-Labour Costs in the App Launcher, you will need an administrator to grant you the required permission set. 

  1. Click the down arrow next to the list view header and choose the Requiring Approval list.

Requiring Approval filters

If there isn't a Requiring Approval list, you can create a custom list view, or select the All list view, then add the following filters:

  1. Click on the funnel button to open the Filters right-hand panel.
  2. Click Add Filter.
  3. Set Field to Status and for Value select Pending and Submitted for Approval.
  4. Click Save to save the new Filter.
  5. Click Add Filter.
  6. Set Field to Personal Expense and Value to True.
  7. Click Save to save the new Filter.
  8. Click Save to apply the filters.

Items which show as Submitted for Approval have Approval Requests pending approval by the assigned manager.  Items which show as Pending and have not been submitted for approval can be reviewed and approved using the following steps.

  1. Check the box next to each record to approve.
  2. Click into the Status column on one of the selected rows and update it to Approved.
  3. Tick the update multiple records checkbox.
  4. Click Apply.
  5. Repeat for any other records to approve.
  6. Click the Save button at the bottom.

Approved expenses will be processed by a nightly batch job into payroll Expense Claims and Expenses.

Non-labour Cost personal expenses can also be submitted for approval, and approved by the user's manager from the Approval Requests tab.

Required additional step for WFM 2.10, WFM 2.11
Process approved expenses through to pay transactions

There is a temporary workaround required to process the Expense Claims into Pay Transactions as they are not being set to Ready. This is not required with WFM 2.12 and later.

These steps need to be completed by a Payroll Officer or equivalent user:

  1. Click on the App Launcher nine dot icon.
  2. Search for expense claims.
  3. Click on the Expense Claims item. This will open the Expense Claims - Recently Viewed list view (or pinned list).
  4. Switch to the Approved Expense Claims list.
  5. Click in the Transaction Creation Status column header to sort the list to show any records with a status of New.
  6. For each record marked New, click on the Launch button to open the Expense Claim Manager.
  7. Scroll down to the Expense Claim Actions section.
  8. Click on the Process Transactions button. This will update the Transaction Creation Status to Processed.
  9. Use the browser back button to return to the list.
  10. Repeat the process for each record showing a Transaction Creation Status of New.

New and ready expense claims are automatically processed into pay transactions by a regular batch job (ScheduleTimeInterpretation).

Expense claim pay transactions can then be included in the next pay batch and reimbursed to workers. 

After the pay batch has run, the status of the Non-Labour Cost records will still show as Approved, but can be manually updated to Reimbursed with the steps described below.

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Mark expense claims as reimbursed

Completing this process after each pay batch is optional. It is currently manual but may be automated in a future improvement. 

The benefit of updating the status of paid expense claims to reimbursed, is that workers who are entering a new claim or reviewing prior expense claims will be able to see which claims have been paid versus those that are approved but not yet reimbursed.

Worker expense claim status can be managed from the Non-Labour Costs tab:

  1. Click on the App Launcher nine dot icon.
  2. Search for non-labour costs.
  3. Click on the Non-Labour Costs item. This will open the Non-Labour Costs - Recently Viewed list view (or pinned list).

If there are No Results when you search for Non-Labour Costs in the App Launcher, you will need an administrator to grant you the required permission set. 

  1. Click the down arrow next to the list view header and choose the Awaiting Reimbursement list.

Awaiting Reimbursement filters

If there isn't an Awaiting Reimbursement list, you can create a custom list view, or select the All list view, then add the following filters:

  1. Click on the funnel button to open the Filters right-hand panel.
  2. Click Add Filter.
  3. Set Field to Status and Value to Approved.
  4. Click Save to save the new Filter.
  5. Click Add Filter.
  6. Set Field to Personal Expense and Value to True.
  7. Click Save to save the new Filter.
  8. Click Add Filter.
  9. Set Field to Processed and Value to True.
  10. Click Save to save the new Filter.
  11. Click Save to apply the filters.
  1. Sort the list by Processed Date/Time to identify which records would have been included in the last pay batch.
  2. Check the box next to each record to update.
  3. Click into the Status column on one of the selected rows and update it to Reimbursed.
  4. Tick the update multiple records checkbox.
  5. Click Apply.
  6. Repeat for any other records to update.
  7. Click the Save button at the bottom.

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