Processing of salary reimbursements

Menu Path: Payroll Manager > Payroll Claims
Accessible to: As per Setup

You can
1. Approve submitted salary reimbursement vouchers - see below
2. Create salary reimbursement vouchers on behalf of employees - refer article
3. Process payments of these vouchers - refer article

1. Approving Payroll Claim Vouchers

You can view the payroll claim vouchers, if the responsibility is shared between multiple persons then only vouchers of employees mapped to you are visible on this page. To understand the process of submission of these reimbursements refer article - Claiming salary reimbursements.

You can process these vouchers one by one or can do a bulk approval or rejection by using the button on the top right of the table. You can also upload multiple claims using "Bulk Upload" button or create one claim using "Create Claim" button.

Steps to follow -
1. If you don't want to change anything in reimbursement voucher then click on "Approve", voucher will be directly approved
2. To reject a voucher, click on "Reject" button
3. To reject a voucher, click on "Return" button
4. Click on "Edit" if you want to see details and change the approved amount. You can download any uploaded attachments

2. Processing Approved Vouchers

Click on "Approved Claims" button on top right of the page to access all the approved vouchers which are pending for payment process. To go back to the page which lists vouchers pending for approval click on "Pending Claims" button on the top right.

There are two tabs on this page, in the first tab you will see all approved claims which are pending for payment. In the second tab you will those claims which have been approved but cannot be paid as of now since the claim is more than the eligible amount as on date. Eligibility is created on the first day of a month and system will automatically create vouchers based on the eligibility and the approved amount on 1st of the month. These vouchers are numbered as "PR000076-1", "PR000076-2"where the number after the hyphen denotes the child voucher based on the original voucher.

Select the vouchers you want to pay - use the check box on the first column to select and then click on "Process Expense Claims" button as shown below. If there has been a reduction in eligibility due to leave without pay then you might not be able to send the voucher forward for processing without reducing the approved amount as shown below.

If you want to change the amount of an approved voucher you will need to reset it back to Submitted status, to do so click on "Reset to Submit" button.

The selected vouchers will be taken forward for payment processing - refer article on Payment of Salary Reimbursements for more details.

3. Approved Claims Without Eligibility

As mentioned above in the second tab you can see the vouchers which are approved and can be paid in future months only.

Whenever an employee's separation is approved if there are vouchers in this tab the approved amount will be adjusted to account for the eligibility till the last working day.