Employees can reimburse the expenses occurred from the company using the Expense Module. The claim will be sent to the Supervisor/HOD for approval. The Supervisor/HOD and the Admin can assign the claim to an employee. If assigned it will not have an approval process. Further workflow-related information is listed at the bottom of this section.
Refer the following articles to assign claims for employees and learn about the claim workflow
The employees can claim based on;
- Approved Travel Requests
Select Expenses > Claims > My Claims from the Main Menu, The Expense Claims Screen will appear.
Step 1 - Click the ‘Add’ button on the screen to add expense claims
Step 2 – Select the basis of the claim and the Local Currency.
Step 3 – Select the Basis of Claim. If the basis of the claim is selected as 'Approved Travel Request' or 'Project', then select the Travel Request ID or Project name respectively from the drop-down list. In the summary section, it displays the summarization of the expenses paid by the employee.
Step 4 - If there any attachments to be added to the particular claim, under "Attachment" section, by clicking the "Add" icon user can add attachments. Click "Upload"
Step 5 – If the basis is selected as Approved Travel Requests, it shows the requested expenses and allows to submit actual expenses against them. (See below Figure)
Step 6 – Click Add button in the Expense Details section to add Actual Expenses. Add Expenses Screen appears. Below listed are the multiple templates of expenses with their respective information fields.
Step 7 – Select the Expense Type. The form generated based on each Expense type you are selecting.
Step 8 – Fill the form based on the required fields and click Save. The Add Claim Screen will be updated with the information. (See below Figure)
Step 9 – Once all the expenses are added, click Submit. The created claim request is shown under his/her 'My Claims' section. User can see the status of each claim under "Claim Status" column.
Step 1 – Click the Filter button on the top right corner of the screen. The Filter Screen get appears as shown below. The user can set the filter as per the preferences to narrow down your search.
Watch Video - Add Claim and the approval process