👤 Who Can Use This:
Workspace Admins, Operations Admins, External or Back Office
🧭 Navigation:
Staffing Workspace → Payroll & Accounting → Expense Management
🧾 Overview
This page serves as a central dashboard to:
View all submitted expense claims by workers
Track claim status and amounts
Access detailed view of each claim
Approve, reject, or request more information for individual expenses
Download claim data in Excel format
💡 This screen improves transparency, accountability, and helps manage reimbursements quickly and effectively.
📋 Table Columns & Data Displayed
Column | Description |
Claimant | Candidate’s name, email, phone number, and Jombone ID with profile image or initials |
Employment | Company name, job ID – job title, location details |
Claim ID | Unique claim reference in format: |
Submitted Date | Claim submission date – format: |
Total Expense Claim | Sum of all submitted expenses in that claim, with 2 decimals` |
Total Expense Approved | Sum of only the approved expenses in that claim, shown after approval otherwise "--" |
Approved Date | Date when the claim was approved (if applicable) otherwise "--" |
Status | Status of the claim (Pending, Approved, Rejected) – displayed using contextual colours |
Actions |
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🔍 Filtering & Sorting Options
Search by Candidate Name or Jombone ID
Date Filter: Weekly selector for claims
Status Filter:
Pending
Approved
Rejected
Default Sort Order: 🕒 Recently Added
Claims are sorted by created timestamp
Most recent claims appear at the top
This is selected by default
🎯 Claim Status Determination
Claim status is automatically derived from the status of all expenses inside that claim.
Expense Status Combination | Claim Status | Color |
All expenses are in Pending | Pending | Grey |
All expenses are in Info Required | Pending | Grey |
All expenses are in Approved | Approved | Green |
All expenses are in Rejected | Rejected | Red |
At least one expense is Pending or Info Required, regardless of others | Pending | Grey |
One or more expenses are Rejected, but at least one is Approved and none are pending or info required | Approved | Green |
🔎 Claim Detail Pop-Up View
Clicking “View Details” opens a full-screen modal with a breakdown of all expenses under a single claim.
The pop-up displays:
Candidate profile info (same format as the table)
Jombone ID
Claim ID
Submitted Date
Total Expense Claim
Each expense item in a scrollable table (up to 20 entries)
Field | Displayed |
Expense Type | With corresponding icon, Name and Expense Date |
Expense Amount | As entered by the user |
Total Tax | As entered |
Tip | As entered |
Total Amount | Auto-calculated sum |
Approved Amount | Only shown after approval |
Approved Date | Shown only if approved |
Receipt | “View” link to open file |
Description | Max 255 characters (tooltip for overflow) |
Status | Status of the claim |
3 dot menu | Statues and View Notes |
ℹ️ Notes added using this pop-up are logged in the Notes Slide Panel.
Max length: 255 characters
Tracks Created By and Created On
✏️ Edit Expense (3-Dot Menu)
SWA users can edit individual expenses under a claim using the 3-dot menu only if:
Expense is in Pending or Info Required status
Expense was submitted by a candidate (not an admin)
Edit option will NOT appear for Approved or Rejected statuses
Editable Fields:
Expense Type
Amount
Tax
Receipt
Description
Expense Date
Location
🔁 Resubmitting Info Required Expense
When SWA marks an expense as Info Required:
🎯 Candidate receives an email with a secure link
🔗 Clicking the link opens only that specific expense in a pre-filled form
📝 All fields are editable
➕ “Add More” is disabled
✅ Candidate can make changes and re-submit the expense
🧾 SWA can then take action based on the updated submission
📤 Export Claim Data (Expense Management – Listing Screen & Claim Details View)
As a staffing workspace admin, you can now easily export claim and expense data in Excel format from the Expense Management screen.
🧭 Access Path
Expense Management Screen → Click on the ⬇️ Download icon (top right)
📋 How it works
A pop-up modal appears with:
Period (Week selector)
Claim Status filter
The user must:
Select a week (defaults to current week; only past weeks are selectable).
Choose one or more claim statuses from:
Pending
Approved
Rejected
Click Download to export data. A validation message appears if claim status is not selected.
📁 File Details
Filename format:
ExpenseData_<week_start>_To_<week_end>_<date>.xlsx
Example:ExpenseData_2024-01-01_To_2024-01-07.xlsxExport rules:
Only data submitted within selected week and matching the selected claim status will be included.
If no data exists, an empty file with column headers will be downloaded.
A toaster message appears: “Expense data successfully downloaded.”
📊 Exported Attributes
Each row in the exported Excel file includes the following columns:
Attribute | Description |
Claim ID | Unique claim identifier |
Claim Submitted Date | Date of claim submission (MM/DD/YYYY) |
Claimant Name | Full name of the claimant |
Claimant Email | Email address of the claimant |
Claimant Jombone ID | Unique Jombone ID of the claimant |
Expense Type | Type of expense (e.g., Accommodation) |
Expense Date | Date of expense (MM/DD/YYYY) |
Expense Amount | Submitted amount |
Expense Tax | Submitted tax amount |
Total Expense Amount | Expense amount + tax |
Approved Expense Amount | Approved amount (if different) |
Approved Expense Tax | Approved tax amount (if different) |
Total Approved Expense Amount | Total approved amount |
Expense Approved Date | Date of approval (if applicable) |
Expense Status | Status: Pending / Approved / Rejected / Info Required |
Company Legal Name | Legal Name of the company |
Job Order ID | Unique job order identifier |
Job Order Title | Job title associated with the expense |
Job Order Location | City, Province, Postal code |
Total Claim Amount | Final claim total |
Claim Status | Final claim status Ex: Approved/Rejected/Pending |
Approved Claim Amount | Approved Claim Amount |
Claim Approved Date | Date when claim was approved |
🔠 Sorting Logic
Primary: Claim ID (ascending)
Secondary: Expense Type (A–Z)
📝 Notes
All expenses linked to one claim are grouped together.
Data fields are consistent with what appears on the listing and details screens.
🧠 Tips for Better Usage
Always use the “Recently Added” sort to track the latest claims.
Use filters to prioritize pending or info-required claims.
Notes are great for audit trails—use them consistently.
Total Expense Claim and Approved Claim may differ if only some expenses are approved.
You can act on individual expenses even if the overall claim is still pending.