Say goodbye to paper vouchers, reminders, and payslips! With Spine HR Suite, you can easily apply for expenses anytime, from anywhere, with all the required documents. Just like your salary, your expenses can now be linked to your account. Admins can swiftly approve applications and provide comments when needed. Experience customized solutions and a plethora of features for managing your expenses seamlessly with Spine HR Suite!"
Flexibility to Create Expense Application Policy as per requirement. we recognize the need for a flexible and adaptable Expense Application Policy that caters to the diverse nature of expenses incurred by employees. This policy is designed to provide guidelines and parameters for the management of expenses efficiently. It allows for customization as per specific requirements while ensuring transparency and control in the expense management process.
Setting Parameters for Expense application depending on Expense Category. Expense parameters are established to categorize and manage expenses based on their nature. Different categories may include travel expenses, office supplies, client entertainment, or other specific types of expenditures. The parameters defined for each category outline the rules, limits, and approval processes, ensuring that expenses are handled consistently and in accordance with organizational guidelines.
Expense voucher application by employees along with document submission. Employees are required to submit expense vouchers for reimbursement. These vouchers should include detailed information about the expenses, such as date, purpose, vendor, and amount. Supporting documents, such as receipts or invoices, should be attached to validate the expenses. This documentation helps in the verification and approval process.
Expense application validation control with Attendance & Travel Request module. Organization integrates the expense validation process with the Attendance and Travel Request modules to ensure accurate and timely processing of expenses. The system cross-references employee attendance and travel records with expense claims, enhancing accuracy and reducing the likelihood of fraudulent claims.
Project-wise Expense tracking along with GST & HSN details capture. To monitor expenses effectively, we track them on a project basis. This approach helps in budget management and resource allocation. Additionally, we capture GST (Goods and Services Tax) and HSN (Harmonized System of Nomenclature) details when applicable, ensuring compliance with tax regulations.
Expense submission based on per KM rate or in foreign currency. Expense submission is adapted to the specific nature of the expense. For travel-related expenses, per kilometer rates may apply. For international expenses, foreign currency conversions are used to maintain accuracy and consistency in reimbursement.
Auto email initiations by the system on apply, approve & reject of Expense to User & HOD respectively. Our system automates email notifications to keep employees and their respective Heads of Departments (HODs) informed throughout the expense process. Users receive notifications upon submitting an expense, while HODs are notified when expenses require their approval. This automation streamlines communication and ensures transparency.
Auto posting of approved Expense in SPINE PAYROLL at month-end payroll process. Approved expenses are automatically posted in our SPINE PAYROLL system at the end of each month. This integration ensures that expenses are included in the payroll calculation accurately and in a timely manner, reducing administrative burdens.
Graphical HR Dashboard with Month-wise Expense, Expense Head-wise expenditure, Highest expense amount Employee-wise, Highest expense, Approver-wise with filtration of years.
Employees can easily submit their expense vouchers through our user-friendly interface. They can attach the required documents to support their claims, making the process quick and hassle-free.
Our system sends automatic email notifications at every stage of the expense voucher's journey. Users receive notifications when they apply for an expense, when it gets approved or rejected, and when it expires. The Head of Department (HOD) is also informed upon approval or rejection.
Employees have the flexibility to filter their expense voucher applications based on their status. Whether it's "In Process," "Approved," "Rejected," or "Lapsed," users can easily track the status of their submissions.
