Tracking & Managing Your Expenses

Introduction

This guide helps finance teams and administrators manage employee expense claims efficiently and accurately. Keka’s three-tabbed interface ensures proper oversight—from approval through payment to historical tracking—offering clarity and control at every stage.

TABLE OF CONTENTS

How Expense Tracking Works
Approving or Rejecting Expense Claims
Managing Pending Payments
Managing Past Expenses

How Expense Tracking Works

The Expenses section of the Keka HR portal includes three key tabs:

Tab	Purpose
Pending Approvals	For reviewing expense claims awaiting manager/admin action.
Pending Payments	For expense claims approved but yet to be paid.
Past Expenses	For reviewing all settled or paid claims and managing historical data.

Approving or Rejecting Expense Claims

Accessing the Tab

Go to Org in left navigation.
Click Expenses & Travel and then Expenses.
Open the Pending Approvals tab.

Reviewing Claims

Use filters and search to locate specific claims.
Click the three dots next to a claim to access actions or sort columns.

Editing Claims

Click a claim to open the Manage Expense Claim screen for full details.
Or, select Manage Expenses from the action menu and choose Edit Claim to modify titles or details.

Approving or Rejecting (Single or Bulk)

Approve or reject individual claims with action icons.

For bulk actions, select multiple requests and approve or reject together.

Choosing Approve opens a pop-up—select within payroll (automated with salary) or outside payroll (choose payment date manually).
Reject requires providing a brief reason.

Handling Pending Advance Settlements

Advance requests may show a remaining balance (e.g., Rs. 20,000 advance vs. Rs. 17,000 actual expense = Rs. 3,000 remaining).
Approve, reject, or manage receipts through the action menu.

Managing Pending Payments

These are claims approved but awaiting payout.

Change Pay Cycle

Select one or multiple claims.
Click Change Pay Cycle, choose a new payment mode and date, then Update.

Update Payment Status

Select claims and click Mark as Paid/Settle.
Enter the actual payment date and Save.
If needed, use Reject within this stage to reverse approval.

Action Menu Options

Click the three dots next to a claim for quick options like Change Pay Date, View, Mark as Paid or Download the form.

Managing Past Expenses

All settled or paid claims appear here.

Use search and filters to locate past claims.
Click the three dots to mark a settled claim as Unpaid, returning it to Pending Payments.
Select any claim to View detailed information.
Select Download claim form to download the form