If you have enabled reimbursements on your Happl allowances, you'll need to approve them before you can add them to payroll. This article will run you through all of the steps from request to payment.
Getting notified about reimbursement requests
If you'd like to be notified as an when your team submit reimbursement requests you can do so by contacting the Happl team at [email protected]. We're able to support Slack and email notifications. Alternatively you can review your reimbursements each month when completing payroll.
Finding your reimbursement requests
To find your reimbursement requests head to Admin → Allowances → Reimbursements. From here you'll be able to review all reimbursements across all of your allowances.
Reviewing your reimbursement requests
Reviewing in bulk
Depending on your company policies you can approve or deny your request in bulk - to do this select all by hitting the square next to REIMBURSEMENT or select multiple by hitting the tick box next to each request. You can then unselect all, decline selected, or approve selected using the buttons in the bottom right.
Reviewing individual requests
To review individual requests - simply select the request, review the category, VAT rate and view the receipt and then decline or approve the request.
Paying reimbursements outside of Happl?
Most companies choose to make the payment of reimbursements part of their Happl payroll report but if you'd rather manage this in a more adhoc way then follow the steps below.
Once you've approved your pending reimbursements you'll be able to view them all by hitting the Approved filter at the top of the table. From here you'll see a total of all reimbursements by employee.
Select the ones that you want to process and click on "Mark as paid", these will then be moved to the Paid tab.
Paying reimbursements through Happl payroll?
Where you are paying reimbursements though your Happl payroll report.
Then for reimbursements in the Approved tab you need to mark them as "Pay in run" by clicking on the button at the bottom of the page. You can do this for individual reimbursements or you can do this in bulk.
This will move the reimbursements to the Scheduled tab.
(If there is a reimbursement that you do not want to be included in the Happl payroll report, perhaps because you have processed/paid it already then you can click on the "Mark as paid" button. This will move the reimbursement straight to the Paid tab and won't include them on any payroll reports.)
Reimbursements will be marked with a "Include on payroll" date of the day you clicked on "Pay in run" i.e. if you click on "Pay in run" on the 24th June, the reimbursement will have a "Include on payroll date" of 24th June.
These reimbursements will then sit in the Scheduled tab.
Once you download the Payroll report with a date range that covers the "Include on payroll date"
e.g. "Include on payroll" date is 24th June and payroll period Date Range is 20th June to 19th July, then this reimbursement will show on that payroll report.
Downloading the report will:
Include those reimbursements on that Happl payroll report
Mark those reimbursement as Paid and move them to the Paid tab
Exporting Reimbursements from Happl
Once the Reimbursements are in the Paid tab you can click on the "Export" button.
Where you have connected your Accounting Platform to Happl, then exporting will automatically transfer these Reimbursements into your Accounting Platform.
If you have not connected an Accounting Platform to Happl, then exporting will download a csv of the reimbursements - so you can process these how you wish.
These Reimbursements will then be moved to the Exported tab.
