Staff Claims

Submit and track expense reimbursement claims for work-related expenses.

Quick Access

For Employees

Staff Claims Dashboard

1. Go to HR → Staff Claims (/hr/staff-claims)
2. View your claims summary:
   • Total Claims - All your claims
   • Pending - Awaiting approval
   • Approved - Ready for payment
   • Paid - Reimbursed to you

[Screenshot: staff-claims-dashboard]

Submitting a New Claim

1. Click + New Claim
2. Select Claim Type (category)
3. Fill in claim details:
   • Date - Date expense was incurred
   • Description - What the expense was for
   • Amount - Total claim amount
   • Receipt - Upload receipt/proof
4. Submit for approval

[Screenshot: new-claim-form]

Common Claim Types

Mileage Claims

For vehicle mileage reimbursement:

1. Select Mileage claim type
2. Enter:
   • Trip date
   • From location
   • To location
   • Distance (km)
   • Purpose of trip
3. Amount calculated based on rate per km

Uploading Receipts

Requirements for receipts:

• Clear, readable image
• Date visible
• Amount visible
• Vendor/merchant name visible
• Supported formats: PDF, JPG, PNG

Tracking Claim Status

Viewing Claim History

1. Go to Staff Claims dashboard
2. View past claims
3. Filter by status, date, or type
4. Click claim to view details

For Managers/HOD

Reviewing Team Claims

1. Go to HR → Staff Claims (Manager/HOD view)
2. View pending claims from your team
3. Review each claim:
   • Employee name
   • Claim type and description
   • Amount requested
   • Attached receipts

[Screenshot: claims-approval-list]

Approving Claims

1. Click on the claim to review
2. Verify:
   • Valid business purpose
   • Proper documentation
   • Within policy limits
3. Click Approve or Reject
4. Add comments if rejecting

[Screenshot: claim-approval-dialog]

Claim Policy Considerations

Before approving, check:

• Claim is within allowed limits
• Proper receipts attached
• Business justification provided
• No duplicate claims

For HR Admin

Managing All Claims

1. Go to HR → Staff Claims (/hr/hr-staff-claims)
2. View organization-wide claims
3. Process approved claims for payment

Claims Processing

1. Filter to Approved claims
2. Select claims for processing
3. Use Processing Editor for batch operations
4. Mark claims as paid after disbursement

[Screenshot: claims-processing]

Staff Claim Policies

Configure claim categories and limits:

1. Go to HR → Staff Claim Policies (/hr/staff-claim-policies)
2. Create/edit policies:
   • Policy name and category
   • Maximum amount per claim
   • Monthly/annual limits
   • Receipt requirements
   • Approval workflow

[Screenshot: claim-policies]

Policy Settings

Payment Processing

1. Approved claims ready for payment
2. Export payment list for finance
3. Process bank transfer
4. Mark claims as paid
5. Update employee records

Claim Workflow

Standard Approval Flow

Submit → Manager → HOD → HR → Finance → Paid

Actual workflow depends on organization settings.

Approval Time Expectations

Typical processing times:

• Manager approval: 1-2 business days
• HR approval: 1-2 business days
• Payment processing: 3-5 business days

Common Questions

Q: What if my claim is rejected?

1. Review rejection reason
2. Correct issues if possible
3. Resubmit with proper documentation
4. Or contact HR for clarification

Q: Can I edit a submitted claim?

If still pending, you may be able to edit. Once approved, editing is typically not allowed.

Q: When will I be reimbursed?

Reimbursement timing depends on:

• Approval speed
• Payment processing schedule
• Bank transfer processing

Q: What receipts are acceptable?

• Original receipts preferred
• Clear photos/scans acceptable
• Must show date, vendor, amount
• Tax invoices for large amounts

Tips

1. Submit promptly - Don't wait to submit expense claims
2. Keep receipts - Photograph receipts immediately when received
3. Provide details - Clear descriptions speed up approval
4. Know limits - Understand your claim entitlements

See Also

• Payroll Overview
• Trips Management