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 any money he/she has spent for official purposes and to reduce employee's income tax. The reimbursement process includes a few simple steps: companies define the reimbursement policies and components, employees submit their bills under different components, the reviewer approves them, and then the bill amount is reimbursed in the salary based on the accepted month.

As an employee, on the Reimbursement page, you can 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.

The Reimbursement page displays the following two tabs:

Overview
My Claims

On the Reimbursement page, you can perform the following actions:

Viewing details of a claim category
Editing a saved claim
Claiming a reimbursement

To navigate to the Reimbursement page, click Salary > Reimbursement.

Overview tab

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.

This tab includes the following information:

Entitlement - displays the maximum amount you are eligible for reimbursement under each claim category.
Claim paid - explains the amount you have claimed till date for the selected period.
Balance - displays the amount you can still claim under each category for the selected period.
View details - provide you with detailed information about each claim.

View details of a claim category

To understand how to view details of a claim category, let us consider Medical Reimbursement as the component. To view details of a Medical Reimbursement, perform the following actions:

On the Reimbursement page, navigate to Overview > Medical Reimbursement.
Under the Reimbursement, click View Details. The medical Reimbursement page opens.
On each reimbursement component page, you can view the following information:

A donut chart: The donut chart displays information such as Entitlement, Opening Balance, and Balance Remaining.
The progress bars: The 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, 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.

My claims tab

My Claims tab displays the status and details of your claims. You can see the status of your claims under the Draft, Pending, and History tabs:

Draft

Under the Draft tab, you can view all the claims that you have saved but have not submitted for approval yet. You can Edit these claims, Print them for your reference or even Delete them. You can view Claim No., No. of Bills, Amount, and Claim Date of each draft.

To edit claims saved as drafts, perform the following actions:

On the Reimbursement page, click My Claims > Draft.
Under any one of the draft claims, click Edit Claim Summary page opens. You can then edit the details and submit the bill for approval.

Pending

Under the Pending tab, you can view all the claims that you have submitted for approval. The claims available in the Pending tab are not reviewed yet. You can Withdraw these claims, Print them or View Details. Click View Details to open the View Details page. You can view the status of your claim request, Claim Amount, No. of Bills, Approved Amount, Component Details, bills attached by you, the date when you submitted the bill, Withdraw your claim. There is an Application line also available. You can view the lifecycle of the claim and add comments for the admin in the timeline.

History

Under the History tab, you can view all the claims that have been raised by you. These claims are either reviewed by the admin or withdrawn by you. A reviewed claim can be approved or rejected. You can view the status of your claim request, Claim No., No. of Bills, Amount, Claim Date, claim Component. You can Print and View Details of these claims. Click View Details to open the View Details page. You can view the status of your claim request, Claim Amount, No. of Bills, Reviewer, Component Details, Bill No., Bill Date, Bill Amount, and Approved Amount, the date when you submitted the bill, Application Timeline. You can also Download your Claim Report.

Claim a reimbursement

To claim reimbursement for a bill, perform the following actions:

Navigate to Salary > Reimbursement. The Reimbursement page opens.
Click Add Claims. The Add New Claim page opens.
Note: If you have some draft bills saved in the application, you can view the following notification on the Add New Claim page. You can Click here to edit and submit the draft bills.
On the Add New Claim page, you can choose to add bills in individual or bulk.

Add individual bills

To add bills individually, perform the following actions:

On the Add New Claim page, click Add Bills Manually. The Document Preview window appears.
Click Upload to upload a bill. 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.
Fill the following details under Bills Detail:
- Select Component: From the Select Reimbursement Component list, you can select the relevant claim component. 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.
- Bill Number: Specify the bill number as displayed in the uploaded bill.
- Bill Date: From the Bill Date calendar, select the date on which bill was created as displayed in the uploaded file.
- Bill Amount: Specify the amount of the bill in the Bill Amount box. This should be the amount as displayed in the uploaded file. Bill Amount is a mandatory field.
- Remarks: Specify any remarks if required.
- Click Save and Add Bill to add details of the next bill. After you click Save, the Claim Summary page opens.

Add bulk bills

To add bills in bulk, perform the following actions:

On the Add New Claim page, click Add Bulk Bills.
Upload the bills. You can upload a maximum of 10 bills in JPEG, PNG, and PDF format. The maximum size for each file is 5 MB.
After files are uploaded, you can view the Claim Summary page. Under Claim Summary page, you can view the total Amount Claimed, Claim Number, Reviewer, Created Date. You can also add more bills. The bills you have just uploaded in bulk, are grouped as Uncategorised by default. To categorise them under the relevant claim components, you must edit the bills. Once you have added all the required information, you can save the bills. You can delete all the bills you have just uploaded by clicking Delete Claim. You can also submit the claims for review by clicking Submit for approval.
Note: Please note that while uploading bills in bulk, the bills will be saved and reflected under 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.
To edit individual bills under Claim Summary, click available near the name of the bill. Fill the details. Click Save. You can also delete individual bills instead of all.
To add details of all the uploaded bills, click Edit all bills. The Document Preview window appears:
In the Document Preview window, you can view and add the following information about the bills:
- Saved Bills: You can view the number of bills you have uploaded in bulk. Also, the progress bar displays that for how many bills you have finished adding information.
- Preview of the uploaded bill.
- Name and size of the uploaded document.
- Select Component: From the Select Reimbursement Component list, you can select the relevant claim component. 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.
- Bill Number: Specify the bill number as displayed in the uploaded file.
- Bill Date: From the Bill Date calendar, select the date on which bill was created as displayed in the uploaded file.
- Bill Amount: Specify the amount of the bill in the Bill Amount box. This should be the amount as displayed in the uploaded bill. Bill Amount is a mandatory field.
- Remarks: Specify 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 click Delete Bill to delete the current bill.

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