Expense & Benefit Reports
Go to: HR → Reports → Expenses & Benefits
Eight reports in three families: what was claimed, what remains, and what is configured.
| Family | Reports |
|---|---|
| Activity | Expense Claim Report · Employee Benefit Claim Ledger · Employee Advance Summary · Retention Bonus Report |
| Balances | Expense Claim Balance · Employee Benefit Balance |
| Configuration | Benefit Offerings Report · Expense Claim Policy Report |
Both balance reports are scoped to the current HR Period, the one marked Is Current. They ignore date filters. If balances look wrong or empty, check the period in Setup → General first.
1. Expense Claim Report
Go to: HR → Reports → Expenses & Benefits → Expense Claim Report
Report columns
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Expense Claim | The claim document. Opens the source |
| Date | Claim date |
| Description | What was claimed for |
| Total Amount | Full claim value |
| Unpaid Amount | Approved but not yet reimbursed |
| Payment Channel | How it is being settled |
| Status | Claim status |
Exports to CSV and PDF.
Use it for: reimbursement audits and finding approved claims that were never paid. The Unpaid Amount column is the one to sort on.
2. Expense Claim Balance
Go to: HR → Reports → Expenses & Benefits → Expense Claim Balance
Per employee and expense type, for the current HR Period.
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Expense Type | Which claim type |
| Limit | Maximum claimable for the period |
| Used | Claimed so far |
| Remaining | Limit less used |
Exports to CSV and PDF.
Use it for: answering “how much can I still claim?” before a claim is submitted rather than rejecting it after.
3. Employee Benefit Claim Ledger
Go to: HR → Reports → Expenses & Benefits → Employee Benefit Claim Ledger
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Claim Document | The benefit claim. Opens the source |
| Date | Claim date |
| Benefit Component | Which flexible-benefit component |
| Amount | Claimed amount |
| Status | Claim status |
Use it for: tracing a flexible-benefit payout back to the claim that created it.
4. Employee Benefit Balance
Go to: HR → Reports → Expenses & Benefits → Employee Benefit Balance
Per employee and benefit component, for the current HR Period.
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Benefit Component | Which component |
| Prorated | Whether entitlement is prorated across the period |
| Accrued | Amount accrued so far |
| Total | Full period entitlement |
| Claimed | Claimed to date |
| Remaining | What is still available |
Exports to CSV and PDF.
Accrued and Total differ for prorated components. An employee who joined mid-period has accrued only part of the annual entitlement, even though Total shows the full-year figure. Claims are checked against accrued.
5. Employee Advance Summary
Go to: HR → Reports → Expenses & Benefits → Employee Advance Summary
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Advance No. | The advance document |
| Posting Date | When it was posted |
| Mode of Payment | How the advance was paid out |
| Advance Amount | Amount requested |
| Paid Amount | Amount actually disbursed |
| Returned Amount | Amount recovered so far |
| Outstanding Amount | Still to be recovered |
| Status | Advance status |
Use it for: advance recovery tracking. Outstanding Amount is the working number. Chase it before it ages into a write-off.
6. Retention Bonus Report
Go to: HR → Reports → Expenses & Benefits → Retention Bonus Report
Retention bonuses grouped by employee, each with the Additional Salary schedule it generated.
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Document No. | The retention bonus document |
| Retention Bonus / Instalment | The bonus, and which instalment this row is |
| Salary Component | Component the instalment pays through |
| Period / Duration | The schedule window |
| Payment / Payroll Date | When the instalment is due to be paid |
| Salary Slip No. | The slip that paid it, once paid |
| Amount | Instalment amount |
| Status | Instalment status |
Exports to CSV and PDF.
Approving a retention bonus generates an Additional Salary schedule, one row per instalment. This report is the only place that schedule is visible as a whole, which makes it the right view for forecasting committed payouts.
7. Benefit Offerings Report
Go to: HR → Reports → Expenses & Benefits → Benefit Offerings Report
What is configured, not what was claimed.
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Benefit | Component name |
| Abbreviation | Short code used in formulas |
| Amount | Offered amount |
| Taxable | Whether it is taxed |
| Prorated | Whether it prorates across the period |
| Accrued | Whether it accrues over time |
| Status | Active or inactive |
Exports to CSV and PDF.
8. Expense Claim Policy Report
Go to: HR → Reports → Expenses & Benefits → Expense Claim Policy Report
| Column | Meaning |
|---|---|
| Sr. No. | Row number |
| Expense Type | The claim type |
| Description | What it covers |
| Maximum Limit | Cap per employee per period |
| Expense Account | GL account claims post to |
| Status | Active or inactive |
Exports to CSV and PDF.
Use both configuration reports for: policy reviews, and confirming that what employees can claim matches what was actually agreed. This is the fastest way to catch a limit that was never updated.