Implementing an expense reimbursement form in SharePoint involves a few key steps to create an efficient and user-friendly process. Firstly, design a custom form using SharePoint lists, ensuring that all necessary fields such as date, amount, expense type, and receipts are included. Utilize SharePoint’s form customization capabilities to make the form intuitive for users. Once the form is set up, configure a workflow using SharePoint’s built-in workflow features or Microsoft Power Automate. This workflow should automatically route the submitted forms to the appropriate managers or finance team for approval. Set up email notifications within the workflow to inform employees about the status of their reimbursement requests. Additionally, ensure that the workflow includes conditions to handle different approval scenarios, such as different thresholds for amounts that require higher-level approval. Lastly, maintain a dashboard or a view for both submitters and approvers to track the status of the reimbursement requests. This approach not only streamlines the expense reimbursement process but also ensures transparency and efficiency in handling employee expenses.
Custom Development
If the out-of-the-box features are not sufficient, we have templates that can be customized for your organization’s specific needs. These are developed with SharePoint SPFX for the best user experience within SharePoint.
- Expense Submission Form: This is the primary interface where employees enter details of their expenses. The form should include fields for expense date, category, amount, description, and the ability to upload receipts. Custom validation rules can be added for data accuracy.
- Approval Workflow Integration: Integrating a workflow (using SharePoint Designer or Power Automate) that automatically routes the submitted expense reports to the appropriate managers for approval. This web part should handle different levels of approval based on the expense amount or type.
- Dashboard View for Tracking: A dashboard that provides a real-time view of all expense submissions, their current status (pending, approved, rejected), and other relevant details. This can be personalized for different users – employees can track their submissions, while managers can view pending approvals.
- Expense Reports and Analytics: A reporting tool that aggregates data and generates reports for finance teams. This can include total expenses, expenses by department or category, and other relevant analytics.
- Notifications and Alerts: A system that sends automatic notifications and reminders to approvers and employees about submission deadlines, approval statuses, and any required actions.
- Document Library for Receipts and Records: A centralized repository where all expense-related documents, including receipts and approved forms, are stored. This ensures easy retrieval and compliance with record-keeping policies.
- FAQs and Guidelines Section: A dedicated area where employees can find information about expense policies, guidelines, and how-to guides for submitting expenses.
- Mobile Accessibility Feature: Since employees may need to submit expenses on-the-go, a mobile-friendly interface or web part ensures ease of access and submission from anywhere.
- Search Functionality: To quickly find specific expense reports, a robust search feature can be implemented, allowing users to search by date, category, employee name, etc.
- Administrative Controls: For system administrators, a web part to manage and configure the system settings, user permissions, and other administrative tasks.
These web parts, when combined, create a comprehensive expense reimbursement and approval system in SharePoint, enhancing both efficiency and user experience.
Expenses Tracker Web Part
