WorkSmarter provides a robust permissions system to ensure that expenses are managed securely:

Employees: Submit and track their own expense claims.

Managers: Approve or reject claims for their direct reports.

Finance Teams: Access all expenses for processing and reporting.

Admins: Set up expense categories, approval workflows, and user permissions.

Set Budgets & Entitlements for Mileage and Expenses

1. Log in to your WorkSmarter account. Click the Organisation tab and select Manage Employees. Select View Employees and click on the required user.

2. Go to Edit Profile and navigate to Expense Settings. From here you can set individual and custom budgets and entitlements.

• Allow users to claim expenses with receipts and claim for miles travelled.

• Set the default currency they should use.

• Set the review frequency: weekly, monthly, quarterly. We’ll send reminders and we’ll group claims by these dates.

• Set the net budget for the employee’s receipted expenses for each claim timeframe. For mileage claims, you can require the employee to use the Journey planner for precise calculations. If this is switched off, the employee will also have the option to provide their own mileage figures for the claim.

• You can vary your mileage pay rates by total distance, allowing you to pay different rates beyond a certain mileage.

How do I Override the Default Mileage pay Rate?

A default mileage pay rate has been set for you but this is easy to change. Simply re-set to your preferred rates to override this default. Save your settings.