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Reimbursement Claim Process Flow

The document discusses reimbursement policies and procedures. Employees can create and submit reimbursement claims, view the status of past claims, and see a reimbursement statement. The claims process involves adding bills, amounts, and attachments; claims go through statuses like submitted, approved, and paid out.

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vijayjeo
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142 views7 pages

Reimbursement Claim Process Flow

The document discusses reimbursement policies and procedures. Employees can create and submit reimbursement claims, view the status of past claims, and see a reimbursement statement. The claims process involves adding bills, amounts, and attachments; claims go through statuses like submitted, approved, and paid out.

Uploaded by

vijayjeo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Reimbursements

You can view and apply for reimbursement claims as specified in your company policy. The
amount claimed for reimbursement can be either included in the payroll or a Reimbursement
Payslip can be provided. In addition to this, you can also view details of your Reimbursement
Claims in the Reimbursement Statement.
You can perform the following actions specific to reimbursements:

• Creating a Reimbursement Claim


• Viewing Your Reimbursement Claim
• Viewing Your Reimbursement Statement

Creating a Reimbursement Claim


You can create a Reimbursement Claim from the My Reimbursement Claims page that appears
when you click the My Info menu and then click Reimbursement Claims under Salary. Perform
the following steps to create a Reimbursement Claim:

1. Click New Claim on the My Reimbursement Claims page. You are taken to
the Reimbursement page of the Apply action menu. This page displays the Claim number,
Creation Date, Amount Claimed and Reviewer.

2. Click on the Please select a claim field and select an item from the drop-down list that appears.
The items that appear in the drop-down list, are already defined by the Admin for you.
The New Claim button also appears on the Reimbursement Statement page.

3. After you have selected the claim item, click on Add Bill. A section appears displaying various
fields related to the claim item.

Figure 1: Creating a Reimbursement Claim


4. Type the bill number in the Bill No text box.
If the Attachment option is not available, go to System Settings > Miscellaneous > Advanced
Options. Search for bill. Check the box Can employees attach bill info while applying
reimbursement?

5. Click on the Bill Date field and choose the date from the calendar.

6. Type the reimbursement amount in the Amount text box.

7. Click Browse to select attachments for the claim. While selecting attachments, make sure that
you select attachments of the type specified, which are less than or equal to 10 MB.

8. Type a remark for the claim item in the Remarks text box.

9. Click Save to add the claim item. You can add multiple claim items as per your requirement.

10. Click Send for Approval. A popup window with Download and OK buttons is displayed. Click
the Download button to download the claim form and submit the same to the reviewer for
approval.

• Click Save & Submit Later if you want to save the Reimbursement Claim for the time being and
send for approval at a later point of time.
• Click Cancel if you do not want to cancel the process of creating the Reimbursement Claim.

Viewing Your Reimbursement Claim


You can view reimbursement claims that you have already submitted, the claim that are
completed and also the claims that you had saved as drafts on the My Reimbursement
Claims page. This section gives you an understanding of
the Submitted, Drafts and Completed tabs that appear on the My Reimbursement
Claims page.
Click on the drop down adjacent to the New Claim button, choose the From Date and To
Date from the calendar and then click Apply. All your reimbursement claims (submitted, drafts or
completed) belonging to the chosen date range, are listed under
the Submitted, Drafts and Completed tabs.

• View the Submitted Reimbursement Claims


• View the Drafted Claims
• View the Completed Claims

View the Submitted Reimbursement Claims


Based on the date range that you chose in the drop down adjacent to the New Claim button, all
the submitted reimbursement claims are displayed under the Submitted tab. You can view the
Claim number, Claim Date, Amount and Claim Status. You can even perform the following actions
on the displayed claims.

• View a claim—Click on the View Details icon ( ) to know more about the particular claim. A
section appears displaying the Bill number, Bill Date, Reimbursement Type, Amount, Status and
Remarks associated with the claim.

• Print a claim—Click on to download the applied claim on to your system.

• Withdraw a claim—Click on to cancel your application for claim.

Figure 1: Viewing the Submitted Claims

View the Drafted Claims


Based on the date range that you chose in the drop down adjacent to the New Claim button, all
the drafted reimbursement claims are displayed under the Drafts tab. Drafted reimbursement
claims are claims that you have submitted, but haven't yet submitted them for approval. You can
view the claim number, claim date, number of bills, amount and the claim status. You can even
perform the following actions on the displayed claims.

• View a claim—Click on the View Details icon ( ) to know more about the particular claim. A
section appears displaying the bill number, bill date, reimbursement type, amount, status and
remarks associated with the claim.

• Edit a claim—Click on the Edit icon ( ) to modify the particular claim. You are taken to
the Reimbursementpage of the Apply action menu where you can modify the details and save
the changes.

• Delete a claim—Click on the Delete icon ( ) to delete your application for claim.

• Print a claim—Click on to download the claim on to your system.

Figure 2: Viewing the Drafted Claims


View the Completed Claims
Based on the date range that you chose in the drop down adjacent to the New Claim button, all
the completed reimbursement claims are displayed under the Completed tab. You can view the
Claim Number, Claim Date, Number of Bills, Amount and Claim Status. You can even perform the
following actions on the displayed claims.

• View a claim—Click on the View Details icon ( ) to know more about the particular claim. A
section appears displaying the bill number, bill date, reimbursement type, amount, status and
remarks associated with the claim.

• Print a claim—Click on to download the claim on to your system.

Figure 3: Viewing the Completed Claims


Viewing Your Reimbursement Statement
The Reimbursement Statement page displays all the reimbursement claims applied by you. To
navigate to this page, click the My Info menu and then click Reimbursement
Claims under Salary.

Figure 1: Viewing the Reimbursement Statement

This section, gives you a brief of all the fields that appear on the Reimbursement
Statement page and the actions that you can perform from this page.

• Creating a New Reimbursement Claim


• Viewing the Details of the Reimbursements
• Viewing the Individual Claims
• Viewing the Payouts

Creating a New Reimbursement Claim


Click on New Claims to create a Reimbursement Claim. To know more about the procedure of
creating a Reimbursement Claim, refer Creating a Reimbursement Claim.

Viewing the Details of the Reimbursements


The various types of Reimbursement Claims that you have applied for, are displayed on
the Reimbursement Statement page. You can view the Balance associated with each claim and

can even get a detailed view of the particular Reimbursement Claim by clicking on .A
section appears displaying the Opening Balance, Entitlement amount, Claims Paid, Claims
Approved, Claims Pending and Closing Balance. In addition to this, you can also find further
details under the Claims and Payout tab.

Viewing the Individual Claims


Click on the Claims tab and then the appropriate status from the adjacent drop-down list. All the
claims belonging to the chosen status, are displayed with details about Claim number, Claim Date,
Claim Amount, Proof Status and Remarks.
Figure 2: Viewing the Approved Claims

Your reimbursement claims, can have the following statuses:

• On Hold—indicates that the reimbursement claim is on hold.


• Approved—indicates that the Reviewer has approved the reimbursement claim.
• Rejected—indicates that the Reviewer has rejected the reimbursement claim.
• Withdrawn—indicates that you have withdrawn the reimbursement claim.
• Applied—indicates that you have applied for the reimbursement claim.
• Accepted—indicates that the Reviewer has accepted the reimbursement claim.
• Draft—indicates that you have saved the reimbursement claim but haven't yet sent the application
for approval.

Viewing the Payouts


The Payouts tab lists all reimbursement transactions and details of the amounts paid against
each claim. The Remarks column for each transaction, indicates the way in which the Reviewer
has approved the claim for you. For example, the Reviewer can approve the claim through a web
transaction or by importing an excel file.
Note
The administrator has the authorization rights to approve the claim amount based on the
employee's eligibility.

Figure 3: Viewing the Payout Details

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