Employee Expense Claims
Reimburse the compliant claims without reading them
Most expense claims are ordinary and correct, and they still wait behind a manager who has to open every receipt. VapusFin reads the receipt, tests the claim against your policy, and sends the ones that comply straight through — so review time goes to the ones that do not.
The problem
Managers approve expenses they have not actually checked
An approver is asked to confirm a claim against a policy they have not read recently, using a receipt image on a phone, for an amount that is almost always fine. So approval becomes a formality, and the claims that do breach policy pass through with the rest. Meanwhile employees wait weeks for money they have already spent, and finance discovers the pattern — the same receipt claimed twice, a per-diem drawn alongside an itemised meal — only when someone happens to look.
This model is employee-side: out-of-pocket claims checked against your travel and expense policy. If you are looking for rebates, volume credits and early-payment offers owed to you by suppliers, that is Claims & Offers.
What it does
Inside Expense Claims & Reimbursement
Policy checked line by line
Each line is tested against your written policy: category limits, per-diem rules by location and duration, class of travel by grade, advance-booking requirements, non-reimbursable categories and approval thresholds. A breach names the rule it breached, in the words of the policy.
Receipts read and cross-checked
Merchant, date, currency, tax and total are extracted from the receipt and compared against what was claimed. A claim for more than the receipt shows, a receipt dated outside the trip, or a total that includes a non-reimbursable item is caught at submission rather than at audit.
Duplicate claims across people and periods
The same receipt submitted twice by one employee, submitted in a later period, or submitted by two people who shared a meal is detected by comparing the underlying document, not the claim reference.
Straight-through reimbursement
Claims that pass every check are routed directly to payroll or to AP for payment on the next run, without waiting in an approval queue. Only claims that fail a check need a person, and that person sees exactly which check failed.
Complements your corporate card programme
Card transactions are matched to their receipts and to the claims that reference them, so card spend and out-of-pocket claims are checked against one policy. This does not replace a card programme — it is the layer that verifies what was spent on it.
Tax treatment handled at source
Recoverable tax on expenses is identified and coded, and expenses with a payroll or benefit-in-kind consequence are flagged when the claim is processed rather than being reconstructed at year end.
How it works
From arrival to posted entry
- 01
Submit
An employee submits a claim with receipts, or a card transaction arrives and asks for the receipt that supports it.
- 02
Read
Receipt data is extracted — merchant, date, currency, tax, total and line items where present — and compared against what was claimed.
- 03
Test
The claim is checked against policy limits, per-diem rules, thresholds and non-reimbursable categories, and against earlier claims for duplication.
- 04
Route
Compliant claims go straight to payroll or AP. Claims that fail a check go to the approver with the specific rule and the evidence, not the whole claim to re-read.
- 05
Pay and post
Reimbursement is scheduled and the expense posts to the ledger with its coding, its tax treatment and its policy check history attached.
Questions
Frequently asked
- Is this the same as the Claims & Offers model?
- No. The names are close enough to be worth stating plainly. This model is employee-side: out-of-pocket claims checked against your travel and expense policy and reimbursed. Claims & Offers is vendor-side: rebates, volume credits and early-payment offers your suppliers owe you under contract.
- Does it replace our corporate card programme?
- No, it complements it. A card moves who fronts the money; it does not verify that the spend complied with policy or that a receipt exists. VapusFin matches card transactions to receipts and checks both card spend and out-of-pocket claims against the same policy, so you are not running two sets of rules.
- How does it know our policy?
- Your written policy is loaded and its rules are configured as checks — category limits, per-diem rates by location, travel class by grade, approval thresholds, non-reimbursable categories. When the policy changes you change the rule, and every claim after that date is tested against the new version while historical claims keep the version they were judged under.
- What happens when a claim breaches policy?
- It is not silently rejected. The employee is told which rule it breached and by how much, and the claim goes to the approver who can grant an exception, with the same information. Approved exceptions are recorded against the rule they overrode, so recurring exceptions become visible as a policy question rather than a habit.
- How fast do employees get paid?
- The elapsed time depends on your payroll or payment run schedule, which we do not control. What changes is the queue in front of it: compliant claims stop waiting for an approver to open a receipt.
Run a month of claims through it
Send us a month of submitted claims with their receipts and your expense policy. We will show you what clears, what breaches, and what turns out to be a duplicate.
Last reviewed