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Apply an expense claim

Updated in March-2024ย |ย Subscribe to watch greytHR how-to video

The expense claims are the reimbursement claims that you request for the expenditure done from your pocket on an office project. These claims are not part of your salary. Hence, the company pays the claim amount separately and not as a part of your salary. Your company can reimburse the claimed amount through cash, cheque, recharge, or bank transfers.ย 

The My Expense Claims page in the greytHR ESS portal helps you as an employee, raise claim requests and view the status of the submitted requests. This page displays your claims based on expenses incurred for travel, food, telephone bills, or other office-related expenses. It is a good practice to submit the claims immediately after the work is done.

To view the Expense Claims page, click Expense Claims.

You can perform the following actions on the Expense Claims page:

  1. Create a multi-claim request.

    1. Add advances to the multi-claim request.ย 

    2. Add individual claims to the multi-claim request.

  2. Create single claim request.

  3. View claim status.

Create multi-claim request

When you travel multiple times for work for the same project, it can become difficult to keep track of all the individual expenses incurred during the travel. Also, there might be some expenses which you incur before the travel starts. In such cases, the organization provides you with the advance amount for the same.

You can claim all the individual expenses under an umbrella using the Multi Claim option. The Multi Claim option allows you to combine all the multiple single claims incurred for a common purpose and keep track of all such expenses.

To create a multi-claim request, perform the following actions:

  1. On the My Expense Claims page, click New Multi Claim. The Add Multi Claim pop-up appears.

  2. In the Title text box, enter the title of the request.

  3. From the Type dropdown list, select the expense as Billable or Non-Billable.

  4. From the From and To dropdown calendar, select the duration between which you have incurred the expenses

  5. In the Travel Location text box, enter the location to which you have traveled.

  6. From the Project dropdown list, select the relevant project name.

  7. Click Save to save as a draft.

Note: After raising the request, you must add the individual claims and advances to the request.

Add advances to the multi-claim request

An advance in the multi-claim request is the sum of money received before the travel has started. For example, for work-related travel, employees might need advance money to book tickets. This expense is incurred before the start of the actual trip. The employee can claim this expense as an advance in the multi-claim request.

To claim an advance, perform the following actions:

  1. On the My Expense Claims page, click the relevant multi-claim request.

  2. The multi-claim request expands. Under the Advances tab, click Add Advance. The Add Advance pop-up appears.ย 

  3. From the Currency dropdown list, select the currency in which you want the amount.

  4. In the Amount text box, enter the amount required as an advance.

  5. From the Date dropdown calendar, select the date on which you have incurred the expenditure.

  6. From the Payment Type dropdown list, select the mode of payment for receiving advance.

  7. In the Remarks text box, enter the details of the expenditure.

  8. Click Save to add the amount as an advance in the multi-claim request.

Add individual claims to the multi-claim request

After creating a multi- claim request, you must raise individual requests for each expenditure you have incurred. To raise requests individually under multi-claim request, perform the following actions:

  1. On the My Expense Claims page, click the relevant multi-claim request. The multi-claim request expands.ย 

  2. Under the Claims tab, click New Claim. The Apply page opens.

  3. Select the type of expense based on your requirements.ย 

  4. Click Create Claim. The Claim Ticket window opens.

  5. From the Project dropdown list, select the relevant project for which you have done expenses.ย 

  6. From the Claim Item dropdown list, select the relevant type of expense.ย 

  7. Under the Receipt No. column, fill in the receipt number of the expense you have done.ย 

  8. Fill in the relevant information under Bill Date, Amount, and Remarks.ย 

  9. Using the Choose File option, attach the bill copy of the expenditure.

  10. Enter Remarks, if any.

  11. Repeat the process from step 6 to add the second expense claim under the same ticket.

  12. Click Send for Approval to raise the claim request.

Note: You can also click Save. Clicking save allows you to save the claim as a draft and send it for approval later.

Create single claim request

Raising a single claim request allows you to submit claims for multiple expenses of various nature under one ticket. You can not receive an advance for the single claims. To create a single claim request, perform the following actions:

  1. On the My Expense Claims page, click New Claim. The Apply page opens.

  2. Select Local Conveyance or Travel Expense Claims, based on your requirement.

  3. Click Create Claim. The Claim Ticket window opens.

  4. From the Project dropdown list, select the relevant project for which you have done expenses.ย 

  5. From the Claim Item dropdown list, select the relevant type of expense.ย 

  6. Under the Receipt No. column, fill in the receipt number of the expense you have done.ย 

  7. Fill in the relevant information under Bill Date, Amount, and Remarks.ย 

  8. Using the Choose File option, attach the bill copy of the expenditure.

  9. Enter Remarks, if any.

  10. Repeat the process from step 6 to add the second expense claim under the same ticket.

  11. Click Send for Approval to raise the claim request.

View claim status

To view the status of your claim, perform the following actions:

  1. On the Expense Claims page, from the dropdown calendar, select the period for which you want to view your claims.

  2. You can view the details of a request by clicking the request. The requests are categorized under the following three tabs:

    1. Submitted: The tab displays all the claim requests submitted by you for approval. You can withdraw your requests under this tab.

    2. Drafts: The tab displays all the claim requests that you have generated and saved. You can edit these requests and submit them later. You can also delete the draft claims under this tab.

    3. Completed: The tab displays all the claim requests closed by approval, rejection, or withdrawal.

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