Updated in March-2024 | Subscribe to watch greytHR how-to video
Reimbursements are a specific set of components that are part of the payroll. They are introduced by the company in the salary structure to repay an employee for any money spent for official purposes and to reduce the employee's income tax.
The Reimbursement page in the greytHR ESS portal allows you as an employee to view and apply for reimbursement claims as per your company policy. You can upload bills for reimbursement individually or in bulk. You can also view your reimbursement statement, details, and history of each claim component. This page helps you to download the reimbursement payslip for the processed components.
To view the Reimbursement page, click Salary > Reimbursement.
You can perform the following actions on the Reimbursement page:
View claim category details.
Add individual reimbursement bills.
Add bulk reimbursement bills.
Withdraw reimbursement bills.
The Overview tab displays a complete list of all the claim components provided by your company. You can also view a full statement of your reimbursements for the selected period.
To view the details of a claim category, perform the following actions:
On the Reimbursement page, under the Overview tab, click the View Details option on the required claim category card. The category page opens.
On each reimbursement component page, you can view the following information:
A donut chart: The donut chart displays information such as Balance Remaining, Entitlement, and Opening Balance.
The Status/progress bars: The Status/progress bars indicate information such as Balance, Claims Approved, Claims Availed, Claims Pending, and Excess Claim.
Claims tab: The Claims tab displays information about all the claims you have applied for till date such as Claim No., Claim Date, Claim Amount, Status, Remarks, and Total amount. Your reimbursement claims request can have the Draft and Applied as status.
Payout tab: The Payout tab displays information about all reimbursement transactions and details of the amounts paid against each claim such as Bill No., Date, Amount, Remarks, and Total amount. The Remarks column for each transaction indicates how the reviewer has approved the claim request for you. For example, the reviewer can approve the claim request through a web transaction or by importing an Excel file.
To add individual reimbursement bills, perform the following actions:
On the Reimbursement page, click +Add Claims. The Add New Claim page opens.
Click the Add Bills Manually button. The Document Preview pop-up appears.
Click Upload. The dialog box appears.
Browse to the folder, select the file, and click Open to upload a bill.
Note: You can upload the bill in JPEG, PNG, and PDF format. The maximum size for each file is 5 MB. After a file is uploaded, you can view a preview of the bill. You can also view the name and size of the file under Bills Detail.
Under the Bills Details section, from the Select Reimbursement Component dropdown list, select the relevant claim component.
Note: After selecting the relevant component, you can view the details related to the selected category such as Claim Approved, Claim Paid, Claim Pending, Excess Claim, Entitlement, and Balance amount. This is a mandatory field.
In the Bill Number textbox, enter the bill number as displayed in the uploaded bill.
From the Bill Date dropdown calendar, select the relevant Bill Date.
In the Bill Amount textbox, enter the amount of the bill.
In the Remarks textbox, enter any remarks if required.
Click Save to view the Claim Summary details.
Click Save and Add Bill to add details of the next bill.
Note: Click Delete Bill to delete your bill.
To add bulk reimbursement bills, perform the following actions:
On the Reimbursement page, click +Add Claims. The Add New Claim page opens.
Click Add Bulk Bills. The dialog box appears.
Select the required bills that you want to upload and click Open. The Claim Summary page opens.
Note:
You can upload a maximum of 10 bills in JPEG, PNG, and PDF format. The maximum size for each file is 5 MB.
Please note that while uploading bills in bulk, the bills will be saved and reflected under the My Claims tab only after you have edited and saved the bills. If you have navigated to some other page before saving the bills, you must re-upload them.
You can delete all the bills you have just uploaded by clicking Delete Claim.
Click Submit for approval to submit the claims for review.
Click the Edit icon available near the name of the bill to edit individual bills.
Fill in the details and click Save. You can also delete individual bills instead of all.
Click Edit all bills to add details of all the uploaded bills. The Document Preview window appears.
From the Select Reimbursement Component dropdown list, select the relevant claim component.
Note: After selecting the relevant component, you can view the details related to the selected category such as Claim Approved, Claim Paid, Claim Pending, Excess Claim, Entitlement, and Balance amount. This is a mandatory field.
In the Bill Number textbox, enter the bill number as displayed in the uploaded bill.
From the Bill Date dropdown calendar, select the relevant Bill Date.
In the Bill Amount textbox, enter the amount of the bill.
In the Remarks textbox, enter any remarks if required.
Click Save and Next to add details of the next bill.
Note: You can click Save to save the current bill. You can also click Delete Bill to delete the current bill.
To withdraw reimbursement bills, perform the following actions:
On the Reimbursement page, click the My Claims tab. The Draft, Pending, and History tabs appear.
Click the Pending tab. All the pending reimbursement bills appear.
Click the View Details option on the required bill. The View Details page appears.
Click the Withdraw option to withdraw the selected bill. A success message appears.
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