Please note: In order to receive expenses in that month’s pay, your expense(s) will need to be submitted and approved by the 6th of the month (e.g., July 6 for reimbursement in your July payslip)
Submitting expenses in the OmniPlatform is simple. In specific cases, you may not be required to submit your expenses in the OmniPlatform. Check your 'My Employment' section to confirm the process for you. However, most employees will use the OmniPlatform to submit their expenses, and here's how you do it:
Log into the OmniPlatform.
Click on the 'Employment' section in the left-hand side menu, then select 'Expenses'. Any previously logged expenses will be displayed in the table below.
To add a new expense, click ‘Add Expense’ located in the top-right corner of the page.
Populate the form with the relevant details of your expense. Make sure to select the correct currency from the dropdown menu. Please note that it’s mandatory to upload proof of purchase (a receipt) for the item. Files must be smaller than 15 MB.
4. Once you’re happy with your expense details, hit 'Submit'.
If you’re having any issues submitting your expenses, remember you need to submit it for a date in the past.
All outstanding expenses will be shown to be ‘Approved’ or ‘Pending’.
Made a mistake or need to make changes?
No problem. If your expense hasn’t been approved yet, simply click into the expense you want to delete/edit. You’ll see the option to delete the item in the bottom-left of the page and the option to edit the item in the top-right.
Please note: Approved expenses cannot be edited and can only be deleted. Deleting expenses after they have been approved will not stop them from being paid. Please reach out to help@omnipresent.com if you need help with an error in an already approved expense.
All paid expenses can be found in the ‘Archived’ tab within 'Expenses'.
What counts as proof of purchase?
An invoice or receipt clearly stating the purchase, the amount and any tax included in the purchase is sufficient proof. Bank statements showing a deduction are not suitable unless pre-agreed through Omnipresent.
What to do if you don't have a receipt or invoice:
Reach out to help@omnipresent.com and we'll work on a solution.
Who approves expenses?
Employees are assigned a manger/s to report to within the OmniPlatform. The manager will approve the expenses within the OmniPlatform. If you have pending expenses for over a month, reach out to help@omnipresent.com.
What happens when an expense is rejected?
A manager must give a reason when rejecting an expense. You will receive an email with the reason for the rejection. This information can also be found by clicking on the expense on the OmniPlatform.
Uploading proof of purchase
Only 1 file per expense can be uploaded to the OmniPlatform. If you have multiple documents of proof per 1 expense, you can use a PDF merger or add multiple images to one document to ensure all of the proof is uploaded with the expense.
Spending in another currency and exchange rates
From June 2024, the exchange rate for expenses submitted in a currency different to the currency you are paid in will be calculated using the exchange rate from the date you spent the money.
If you are concerned this could be different to the rate charged by your card provider, please submit the total you were charged by your bank along with the receipt in the currency you spent in. Your line manager will approve this in the OmniPlatform.