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How to Submit Expense Claims
This guide has been updated to reflect the requirements of the Enhanced Revenue Reporting system introduced in 2024.
Firstly, you should log into Parolla using your approved credentials. From your user dashboard, select the company that you are employed with.
The process for submitting and receiving expense claims goes like this:
- The employee enters a receipt or multiple receipts.
- The employee can also enter personal vehicle mileage logs.
- At some point, before the pay run is to be processed, the employee selects which receipts and vehicle journeys they wish to claim as expenses in the period.
- The employer reviews the expense claim and approves or rejects the claim.
- If approved, the expense claim can be added to the employee payslip as a reimbursement by the payroll admin.
Entering a Receipt
Each receipt for purchase should be entered as its own individual receipt into Parolla.
Select Add receipt from the wizard navigation bar.
This will direct you to a page where you can enter the details of the receipt.
Complete the details, adding individual line items if required for longer receipts. You can also take a picture of the receipt via phone, or file upload on a computer.
If you upload and scan the receipt we will attempt to get as much information as possibly from the receipt directly. However, you must also check the details are correct.
Under the ERR reporting scheme you must define the purpose of the expense in the Sub-Category of each line item.
The Paid to company should be a single company. You should not submit a receipt that combines multiple receipts from different companies.
Submitting an Expense Claim
Go to the Receipts page using the left-hand menu.
Select the receipts that you want to submit an expense claim for. Click on actions button and send to your manager or Payroll department as an Expense claim for approval .
You can also edit, or delete receipts from this page.
Entering Personal Mileage
You can enter any personal mileage claimed as a work expense in your own vehicle, again from the wizard menu.
For your first claim, you will be asked to confirm your vehicle type and engine capacity. These details are used for the calculation of the correct rate to reimburse. Future mileage claims will be pre-populated with your vehicle details.
You can then click on the Add a journey button to create a new line. Complete all the details for the individual journey as required by law.
Multiple journeys can be added as separate line items. You can copy an individual line to make a new journey or add a completely new line if you need to.
Creating a Mileage Expense Claim
Using the left-hand menu, select the Expenses > Mileage page
Select the journeys that you want to claim, and click on the button labelled Action and then Send as an Expense Claim for approval.
Submitting and Viewing Your Expense Claims
So far you have created receipts, and vehicle mileage records, and drafted those as expense claims. The final step is to submit those to your employer for review.
In the left-hand menu click on Expenses > Expense claims
Select the mileage and receipts that you want to claim for, and click on Submit draft claim for approval.
This sends the combined expense claim to your employer’s payroll operator. They then review the claims, approve/deny them, and finally make payment via payslip.
You can return to this page to check the status of submitted claims.