👤 Who Can Use This:
Workspace Admins, Operations Admins, Back Office, or External Users
🧭 Navigation:
Staffing Workspace → Payroll & Accounting → Expense Management
🧾 Overview
The Expense Management feature allows users to manage and submit reimbursement claims securely and accurately. The process includes candidate verification, employment selection, and detailed expense entry, followed by submission and confirmation.
Admins can:
Submit claims on behalf of a candidate
Share an expense link with candidates
This ensures clarity, accountability, and compliance with company policies.
🔐 Step 1 – Email Authentication
The first step in submitting an expense reimbursement request is validating the candidate’s email.
🔽 What Happens:
Users enter the candidate’s registered email.
Only emails already registered in the Jombone system are accepted.
The Submit button is only enabled after entering a valid, correctly formatted, registered email.
A 4-digit verification code is sent to the candidate’s email for confirmation.
Once verified, the user is taken to the next step.
🟥 If the email is not recognised or registered, an error message is shown:
“This email is not registered, please try another one.”
👤 Step 2 – Select Employment
Once authenticated, the system will display the candidate's employment history within your Staffing Company:
🔄 Employment Types & Sorting:
Current Assignments (Active): Shown first, sorted by most recently started
Previous Assignments (Ended): Shown in a collapsible section, sorted by most recently ended
📄 Each assignment shows:
📛 Candidate photo or initials
📧 Candidate email
🏢 Company logo (or initials)
🏷 Company Legal Name
🆔 Job ID – Job Title
📅 Employment Period
Format:
MMM YYYY – PresentorMMM YYYY – MMM YYYY
📏 Total Duration for previous employments
Format:
X Year(s) Y Month(s)Example: Jan 2024 – May 2024 → 0 Year(s) 5 Month(s)
🟩 Only one employment can be selected per claim.
🟦 The Next button remains disabled until a selection is made.
🧾 Step 3 – Add Expense Details
Users will land on the Expense Entry Form to fill out details for the claim. Users can add up to 20 expenses per submission using the “➕ Add More” button.
✏️ Attributes to be filled per Expense:
Field | Type | Mandatory | Validation / Notes |
Expense Type | Dropdown | Yes | Accommodation, Travel, Gas, Mileage, etc. |
Upload Receipt | File Upload | Yes | Supported: PDF, JPG, PNG, DOCX, XLSX, etc. (Max 5MB) |
Expense Date | Date Picker | Yes | Past and present dates only |
Expense Location | Dropdown | Yes | Select from Canadian provinces |
Expense Amount | Text Field | Yes | Decimal only (e.g., 100.50) |
Tax | Text Field | Yes | Decimal only (e.g., 13.00) |
Total Expense | Auto Calculated | Yes | Sum of Expense + Tax |
Description | Text Field | No | Optional (Max 255 characters) |
🧠 Smart Logic: Once Expense Amount and Tax are entered, Total Expense auto-fills.
✅ Step 4 – Confirmation
Once all expense details are filled and submitted:
A confirmation modal appears
Shows the total expense amount (sum of all entries)
Displays the selected employment details
Upon confirmation, the claim is submitted
📧 Email notifications are sent to:
The candidate
The Staffing Company Workspace Admin
📌 Tips & Best Practices
✅ Always verify the candidate’s email before proceeding.
⛔️ Avoid future dates in the Expense Date field.
📎 Ensure receipt file types and sizes meet system requirements.
📩 After submission, both candidate and admin are notified instantly.
🔁 Previous assignments are hidden by default but can be expanded when needed.
🧾 The "Add More" option disappears after 20 expense entries.
📈 Why this Matters
This feature ensures:
📑 Accurate tracking of expenses linked to valid assignments
🔐 Secure and verified candidate submissions
⚖️ Policy-compliant reimbursement workflows
⏱ Efficient record-keeping for payroll and audits