If you paid for something for work, such as a taxi to a client or supplies, you can ask to be paid back in the employee portal. Your supervisor (or your employer's approver) checks the claim, and your employer pays approved claims separately from payroll.
Before you start
- Keep the official receipt. A clear photo or PDF of each receipt is what the approver checks.
- The kinds of expense you can claim are set by your company. If the kind you need isn't listed, ask HR.
File a claim
- Open Claims.
- Under File a claim, choose the Kind of expense.
- Choose the Date of the expense. It can't be a future date.
- Type the amount in Amount (₱).
- Tap Attach receipts (photo or PDF) and choose a photo or PDF of the receipt. Tap Attach another receipt for more. Receipts says (required) or (optional) for the kind you chose.
- In What was it for?, describe the expense, for example "Taxi to client meeting at Makati".
- Tap File claim. You see "Filed for approval."
Photos are made smaller on your phone before they are sent; wait while the button says Preparing photo…. Tap Remove beside a receipt to take it off.
Taxable or not
Under the form, Sahora tells you how the kind of expense you chose is treated:
- "Business expense reimbursement: not taxed. Receipts should be official receipts in the company's name."
- "This kind of claim is taxable: its tax is withheld in your payroll after it's paid."
Some kinds also show the most you can claim each time.
Follow your claim
Your claims are listed under the form with a status:
| Status | What it means |
|---|---|
| Waiting for approval | Your supervisor or the approver hasn't decided yet. |
| Approved, to be paid | Approved. Your employer will pay it. |
| Paid | Paid, with the date and the reference your employer recorded. |
| Rejected | Not approved. Read the note beside it. |
| Cancelled | You took it back. |
- While a claim is waiting, tap Cancel beside it to take it back.
- Tap a receipt link to see what you attached.
- The list keeps claims that are still open and those from the last 180 days. My requests shows them too.
What can go wrong
- "... needs a receipt: attach a photo or PDF.": this kind of expense requires a receipt.
- "These receipts are too large together (over 4 MB). Attach fewer, or send them as smaller files.": attach fewer receipts, or file two claims.
- "Receipts must be photos (JPG, PNG) or PDF.": choose another file.
- "The expense date can't be in the future.": check the date.
- "... is limited to ... a claim.": the amount is over your company's limit for that kind of expense.
Good to know
- You can attach up to 10 receipts to one claim.
- The approver never decides their own claim, and you can't approve yours.
- Claims are paid outside payroll. A taxable claim is added to the payroll of the period in which it was paid, so its tax can be withheld there.