Expense Management

Expense Management

Manage and reimburse faculty, staff, and administrative expenses for academic travel, conferences, research supplies, departmental purchases, and other institutional costs.

Time Required: 20-30 minutes (full workflow) Module: HR Expenses (Odoo) User Role: Employee (submit), Department Head/Manager (approve), Finance/Accounts (reimburse)

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Table of Contents

1. Overview
2. Before You Begin
3. Configure Expense Categories
4. Log an Expense
5. Attach Receipts
6. Create Expense Reports
7. Submit for Approval
8. Approve Expenses
9. Post to Accounting
10. Reimburse Employees
11. Expense Analysis and Reporting
12. Field Reference
13. Common Educational Expense Categories
14. Troubleshooting
15. Related Topics

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Overview

The Expense Management module streamlines the entire expense lifecycle for educational institutions:

1. Faculty/Staff log expenses and submit reports
2. Department Heads review and approve expense reports
3. Finance Team posts approved expenses to accounting journals
4. Accounts reimburses employees via payroll, check, or bank transfer

Common Use Cases in Education

Use Case	Example
Academic Travel	Conference attendance, guest lectures, field trips
Research Expenses	Lab supplies, research materials, journal subscriptions
Professional Development	Training workshops, certification exams
Department Supplies	Office supplies, teaching materials, equipment
Student Activities	Competition travel, event expenses
Mileage Reimbursement	Travel between campuses, home visits

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Before You Begin

Ensure you have:

• HR Expenses module installed and configured
• Expense categories created for institutional needs
• Employee records with proper managers assigned
• Accounting journals configured for expense postings
• Appropriate access rights assigned to users

Required Access Rights

Role	Access Level	Capabilities
Employee	User	Log expenses, create reports, submit for approval
Department Head	Team Approver	Approve team expense reports
Finance Manager	Manager	Approve all reports, post to accounting
Accountant	Accountant/Adviser	Post entries, process reimbursements

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Configure Expense Categories

Set up expense categories that reflect your institution’s reimbursement policies.

Step 1: Navigate to Expense Categories

1. Go to Expenses > Configuration > Expense Categories
2. Review the default categories
3. Click New to create institution-specific categories

Step 2: Create a New Category

Fill in the following fields:

Field	Description	Example
Product Name	Descriptive category name	”Conference Registration”
Cost	Fixed reimbursement amount (0 for variable)	0.00
Reference	Short code for email submissions	”CONF”
Category	Parent category	All / Expenses
Expense Account	Accounting account for expenses	600000 Expenses
Guideline	Instructions for employees	”Prior approval required for amounts over $500”

Step 3: Configure Pricing

Choose the appropriate cost structure:

Scenario	Cost Setting	Example
Variable expenses	0.00	Meals, supplies
Per-unit rate	Fixed amount	$0.67/mile for travel
Daily allowance	Fixed per diem	$75/day for lodging

Step 4: Set Tax Configuration

If applicable, configure:

• Purchase Taxes: Taxes included in expense (for accounting)
• Sales Taxes: Only if expenses are reinvoiced to grants/projects

Step 5: Save the Category

Click Save to create the expense category.

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Log an Expense

Faculty and staff can log expenses in multiple ways.

Method 1: Manual Entry

1. Go to Expenses > My Expenses > My Expenses
2. Click New
3. Fill in the expense form:

Field	What to Enter	Example
Description	Brief expense description	”AERA Conference Registration”
Category	Select expense type	Conference Registration
Total	Expense amount	350.00
Employee	Your name (auto-filled)	Dr. Sarah Johnson
Paid By	Who paid initially	Employee (to reimburse)
Expense Date	Date expense incurred	2026-01-15
Account	Expense account	600000 Expenses
Analytic Distribution	Department/Project	Education Department
Notes	Additional details	”Annual education research conference”

4. Click Save

Method 2: Upload Receipt (OCR)

If receipt digitization is enabled:

1. Go to Expenses > My Expenses
2. Click Upload
3. Select the receipt file (PDF or image)
4. The system scans and extracts expense details
5. Review and adjust the auto-filled fields
6. Click Save

Method 3: Email Submission

Send expenses directly via email:

1. Compose a new email
2. To: expense@yourinstitution.edu (configured alias)
3. Subject: CATEGORY_CODE AMOUNT (e.g., “CONF $350.00”)
4. Attach the receipt
5. Send the email

The system creates an expense record automatically.

Method 4: Drag and Drop

1. Open the Expenses app
2. Drag receipt files directly onto the dashboard
3. System scans and creates expense records
4. Review and complete the expense details

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Attach Receipts

Receipts are essential for expense verification and audit compliance.

Step 1: Open the Expense Record

1. Go to Expenses > My Expenses
2. Click on the expense to open it

Step 2: Attach Receipt

1. Click Attach Receipt
2. Select the receipt file from your computer
3. Click Open

The receipt appears in the chatter with a paperclip icon indicating attachments.

Supported File Types

Format	Best For
PDF	Scanned receipts, invoices
JPEG/PNG	Photos of receipts
TIFF	High-quality scans

Tips for Receipt Management

• Take photos immediately after purchase
• Ensure receipt text is clearly visible
• Include itemized details when available
• Keep original receipts for audit purposes

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Create Expense Reports

Group related expenses into reports for batch approval.

Step 1: Select Expenses

1. Go to Expenses > My Expenses > My Expenses
2. Tick the checkbox next to each expense to include
3. Click Create Report

Alternatively, click Create Report without selecting expenses to automatically include all unreported expenses.

Step 2: Configure the Report

Field	Description	Example
Expense Report Summary	Descriptive title	”AERA 2026 Conference - Chicago”
Employee	Auto-filled	Dr. Sarah Johnson
Paid By	Payment source	Employee (to reimburse)
Manager	Approving manager	Dr. Michael Chen (Department Head)
Journal	Accounting journal	Bank

Step 3: Add Missing Expenses

If expenses are missing:

1. Click Add a line in the Expense tab
2. Select expenses from the popup
3. Or click New to create a new expense

Step 4: Review and Save

1. Verify all expenses are correct
2. Check receipt attachments
3. Click Save

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Submit for Approval

Send the expense report to your manager for review.

Step 1: Open the Report

1. Go to Expenses > My Expenses > My Reports
2. Click on the report with status To Submit

Step 2: Submit the Report

1. Review all expense details
2. Ensure receipts are attached
3. Click Submit To Manager

The report status changes to Submitted.

What Happens Next

1. Manager receives notification
2. Manager reviews expenses and receipts
3. Manager approves or requests changes
4. You receive notification of decision

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Approve Expenses

Department heads and managers approve expense reports for their team.

View Pending Reports

1. Go to Expenses > Expense Reports
2. Filter by Submitted status
3. Or click My Team filter to see only your team’s reports

Approve Individual Report

1. Click on the expense report
2. Review each expense line:
   • Verify amounts match receipts
   • Check expense categories are correct
   • Confirm expenses align with policies
3. Click Approve to approve

Approve Multiple Reports

1. Go to Expenses > Expense Reports
2. Filter by Submitted status
3. Tick checkboxes for reports to approve
4. Click Approve Report

Refuse a Report

If changes are needed:

1. Open the expense report
2. Add comments in the chatter using Send message
3. Click Refuse
4. Enter the reason for refusal
5. Click Refuse to confirm

The employee receives notification to revise and resubmit.

Request Additional Information

1. Open the expense report
2. Click Send message in the chatter
3. Type your question or request
4. Click Send

The employee is notified and can respond or provide additional documentation.

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Post to Accounting

Finance team posts approved expenses to accounting journals.

Required Access

• Accounting: Accountant or Adviser
• Expenses: Manager

Post Individual Report

1. Go to Expenses > Expense Reports
2. Filter by Approved status
3. Click on the report
4. Click Post Journal Entries

A Journal Entry smart button appears, linking to the accounting entry.

Post Multiple Reports

1. Go to Expenses > Expense Reports
2. Filter by Approved status
3. Tick checkboxes for reports to post
4. Click Post Entries

All selected reports are posted to their configured journals.

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Reimburse Employees

Process payments to reimburse employees for their expenses.

Reimbursement Methods

Method	Best For	Steps
Individual Payment	Single expense report	Pay button on report
Bulk Payment	Multiple reports	Select and pay together
Payroll	Regular employees	Add to next paycheck

Reimburse Individual Report

1. Go to Expenses > Expense Reports
2. Filter by Posted status
3. Click on the report
4. Click Pay
5. Configure payment:

Field	Description	Example
Journal	Payment journal	Bank
Payment Method	How to pay	Manual Payment / Check
Recipient Bank Account	Employee bank (if applicable)	Auto-filled from employee record
Amount	Reimbursement amount	350.00
Payment Date	Date of payment	2026-02-01
Memo	Payment reference	”AERA 2026 Conference”

6. Click Create Payment

Reimburse Multiple Reports

1. Go to Expenses > Expense Reports
2. Filter by Posted status
3. Tick checkboxes for reports to reimburse
4. Click Pay
5. Configure:
   • Enable Group Payments to combine payments per employee
   • Set payment method and date
6. Click Create Payments

Reimburse via Payroll

If configured, expenses can be added to paychecks:

1. Open an Approved expense report (before posting)
2. Click Report in Next Payslip
3. The expense is included in the employee’s next paycheck

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Expense Analysis and Reporting

Track expense trends and budget utilization.

Access Expense Reports

Go to Expenses > Reporting > Expenses Analysis

Default View

The default stacked bar chart shows:

• Monthly expense totals
• Current year data
• Breakdown by category

View by Department/Employee

1. Click the Pivot icon
2. Click Total on the employee column
3. Remove monthly breakdown for annual totals
4. Click Total In Currency to sort

View by Category

1. Click the Pivot icon
2. Click Total on the rows
3. Select Category from the dropdown
4. Collapse monthly columns for annual view

Common Analysis Questions

Question	How to Analyze
Who incurs the most expenses?	Pivot by employee, sort by total
Which categories cost the most?	Pivot by category, sort descending
Which month has highest expenses?	Bar chart by month
Department budget utilization	Filter by analytic account

Export Data

1. Configure the view as needed
2. Click Export All or right-click for options
3. Download as Excel or CSV

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Field Reference

Expense Fields

Field Name	Technical Name	Type	Required	Description
Description	name	Char	Yes	Short expense description
Category	product_id	Many2one	Yes	Expense category
Total	total_amount	Float	Yes	Expense amount
Employee	employee_id	Many2one	Yes	Employee submitting
Paid By	payment_mode	Selection	Yes	Employee or Company
Expense Date	date	Date	Yes	When expense occurred
Account	account_id	Many2one	No	Expense account
Analytic Distribution	analytic_distribution	Json	No	Department/Project
Company	company_id	Many2one	Auto	Company (multi-company)
Notes	description	Text	No	Additional details

Expense Report Fields

Field Name	Technical Name	Type	Required	Description
Report Summary	name	Char	Yes	Report title
Employee	employee_id	Many2one	Yes	Report owner
Manager	user_id	Many2one	Yes	Approving manager
Journal	journal_id	Many2one	Yes	Accounting journal
Expenses	expense_line_ids	One2many	Yes	Expense lines
Status	state	Selection	Auto	Workflow status

Expense Status Values

Status	Description
To Report	Expense not yet added to a report
To Submit	Report created but not submitted
Submitted	Awaiting manager approval
Approved	Approved, pending posting
Posted	Posted to accounting journal
Done	Reimbursed
Refused	Rejected by manager

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Common Educational Expense Categories

Configure these categories for typical institutional needs:

Academic Travel

Category	Reference	Cost Type	Guideline
Conference Registration	CONF	Variable	Prior approval for > $500
Airfare	AIR	Variable	Economy class only
Lodging	HOTEL	Per diem $150/night	University rate when available
Meals	MEALS	Per diem $75/day	Actual expenses, no alcohol
Ground Transportation	TRANS	Variable	Receipts required

Mileage and Vehicle

Category	Reference	Cost Type	Guideline
Personal Vehicle Mileage	MILE	$0.67/mile	Submit within 30 days
Parking	PARK	Variable	Receipts for > $10
Tolls	TOLL	Variable	E-ZPass receipts acceptable

Research and Supplies

Category	Reference	Cost Type	Guideline
Research Supplies	RSUP	Variable	Align with grant budget
Books and Publications	BOOK	Variable	Academic use only
Software and Subscriptions	SOFT	Variable	Approval for annual > $200
Lab Equipment	LAB	Variable	Capital items need PO

Professional Development

Category	Reference	Cost Type	Guideline
Training and Workshops	TRAIN	Variable	Pre-approval required
Certification Exams	CERT	Variable	Job-related only
Professional Memberships	MEMB	Variable	One per organization

Office and Department

Category	Reference	Cost Type	Guideline
Office Supplies	OFFC	Variable	Small purchases only
Printing and Copying	PRINT	Variable	External vendors
Communication	COMM	Variable	Work-related calls

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Troubleshooting

Cannot Submit Expense Report

Problem: Submit button is not visible or enabled.

Solutions:

1. Ensure at least one expense is added to the report
2. Check all required fields are completed
3. Verify expense status is “To Submit”
4. Confirm you have Employee access rights

Manager Cannot Approve

Problem: Approve button is not visible.

Solutions:

1. Verify report status is “Submitted”
2. Check manager has Team Approver or Manager access
3. Confirm manager is assigned to the report
4. Ensure expenses are within approval authority

Cannot Post to Accounting

Problem: Post Journal Entries button missing.

Solutions:

1. Verify report status is “Approved”
2. Check user has Accountant or Adviser role
3. Confirm accounting journal is configured
4. Verify chart of accounts is set up

Payment Button Not Visible

Problem: Cannot reimburse expense report.

Solutions:

1. Ensure report is “Posted” (not just Approved)
2. Verify you have Manager access in Expenses
3. Check payment journals are configured
4. Confirm employee bank details if using direct deposit

Receipt Not Scanning

Problem: Uploaded receipt not being digitized.

Solutions:

1. Verify OCR digitization is enabled in Settings
2. Check IAP credits are available
3. Ensure receipt image is clear and readable
4. Try different file format (PDF vs image)

Expense Not Appearing in Reports

Problem: Submitted expense not visible in analysis.

Solutions:

1. Check expense date is within report period
2. Verify expense is not in “Draft” or “Refused” status
3. Clear filters that may be hiding the expense
4. Refresh the report view

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Best Practices for Educational Institutions

For Faculty and Staff

1. Submit promptly: Log expenses within 30 days of occurrence
2. Be descriptive: Include purpose, attendees, and academic benefit
3. Attach receipts immediately: Don’t wait until report submission
4. Use correct categories: Helps with budget tracking and reporting
5. Follow policies: Know your institution’s expense limits and rules

For Managers

1. Review thoroughly: Check receipts match claimed amounts
2. Approve quickly: Don’t delay reimbursements unnecessarily
3. Communicate clearly: Use chatter for questions or concerns
4. Be consistent: Apply policies fairly across team members
5. Monitor trends: Watch for unusual expense patterns

For Finance Teams

1. Process regularly: Set schedule for posting and reimbursements
2. Reconcile accounts: Match expense entries to bank statements
3. Audit periodically: Sample expenses for policy compliance
4. Report to leadership: Provide department expense summaries
5. Update categories: Adjust as institutional needs change

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Related Topics

• Payroll Management

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Last updated: January 2026