Components of salary which are mapped to a reimbursement head can be claimed as salary reimbursement, submission of proper supporting documents might be needed for these claims. As an employee you have this option visible to you only if your salary structure has some reimbursable components.

Salary reimbursements can be claimed at any time of the year by you but the amount which is paid will depend upon the amount for which you are eligible up to that month. Eligibility for the month is added to your account on 1st of every month. For example the total value of Fuel head is 15,000 which means that on a monthly basis 1,250 accrues to your account and if you submit a claim in June you will be paid a maximum of 1250 x 3 = 3750.

Amount not claimed will be carried forward to next month. Each reimbursement head has a settlement period. The amount remaining at the end of settlement period will be paid in the salary as taxable amount. Reimbursement heads can be carried forward to next year also if the settlement period is multi year. Settlement period and all other details for a reimbursement head is visible on the first table as shown below in column "Period".

1. Payroll Claims

- The cut off date by which the reimbursements for the month can be submitted is shown on top, 25-Mar in this example.
- Period : shows the settlement period, if reimbursements are not claimed then they would be paid by the company in the payroll after deducting tax. Quarterly settlement happens on June, Oct, Dec and Mar. Half yearly is done in Oct and Annual is done in March payroll.
- Total Value : is the total amount available to you for claiming through the year
- YTD Eligible : is the amount for which you are eligible till the current month
- YTD Claimed : amount you have claimed so far (this amount has been paid to you)
- Net Available : net amount available to you for which claims need to be submitted, this does not include in-process claims
- In Process : claims submitted or approved but not paid

2. Submitting Payroll Claim

2.2. To fill up the claim form, use the "Add Item" button to add the details of claims.

- Enter details of the payroll claim
- Upload any supporting documents (if required), you can upload multiple documents
- You can claim upto the Net Available amount shown in the form
- Click on "Save" to save the line

2.3. You can create multiple lines and enter overall remarks if any

2.4. Click on "Submit" to finally submit your claim. You cannot make any changes once you submit the claim.

3. Submitting LTA claims

4. Tracking status of claims

Claims can have any of the following status -
1. Draft - claim has not been submitted
2. Submitted - claim has not been approved
3. Approved - claim has been approved but payment has not been done
4. Payment in process - partial payments have been made
5. Paid - all payments have been made
6. Rejected- if accountant rejects the claim voucher which was submitted by employee due to any reason then status is shown as rejected
7. Cancelled- if any voucher is on submitted status and payroll for the period which is coinciding with the claim frequency is to be confirmed or if claim head has been removed from the salary structure due to revision then claim voucher will be cancelled and amount will be paid in payroll

Paid / Rejected / Cancelled claim vouchers can be hidden using the Hide option and hidden vouchers can be recalled using the Recall Records option.

5. Receiving payment of Payroll Claims

6. Receiving payment after tax deduction

7. Submitting a claim for amount more than year to date eligibility

Example

You might like to claim total yearly fuel reimbursements in one voucher but since currently you are in June your eligibility is only Rs 3,750.

Total value = Rs 15,000
YTD eligibility = Rs 3,750

If you have not submitted any other claim in this financial year then you would be able to submit a claim for Rs 15,000. On approval and verification of this claim you will receive a payment of Rs 3,750 first and then on every month system will automatically send Rs 1,250 for approval which will be paid by the Accountant. The claims which are paid automatically based on a single submission will have the number format as PR000045-1, PR000045-2.

You can review the status of payroll claims from the Reports > Payroll > Expense Reports.

When you submit a claim more than the eligibility system will not allow you to add another head to the voucher. Whenever your resignation is approved the approved amount in vouchers which have been approved with amount more than YTD eligibility will be corrected appropriately.