Reimbursement claims allow employees to recover expenses incurred for official or eligible purposes, as defined by the organization’s policy. Certain allowances (e.g., Fuel, Telephone, Driver, Vehicle Maintenance, Leave Travel Allowance) are linked to the Claim from Reimbursement option in payroll.

• Navigate to My Team → Travel & Expenses → Claim Request

• Click the +Add Claim button.

• Select the Employee Name from the dropdown (if you are an approver/admin raising on behalf of an employee, the list will show multiple employees).

• Choose whether the claim is for Expenses or Allowances.

• If the employee has allowances configured with Claim from Reimbursement enabled at component level, those allowances will appear in the dropdown. Otherwise, only the Expenses option will be displayed.

• After selecting the reimbursement type, the Expense Type field will display available categories (e.g., Fuel, Telephone, Travel, Driver, Vehicle Maintenance, Leave Travel Allowance).

• Once selected, the Maximum Claim Limit (if defined) will automatically appear for reference.

• Enter the claim details: provide the following mandatory details like : Receipt, Invoice/Bill Number, Invoice/Bill Date, Claim Amount, Comments.

• To include more items in the same claim, click +Add New and enter details.

• Save as Draft: If the claim is incomplete or pending receipts, it can be saved as a draft.

• Submit for Approval: Once finalized, click the Submit for Approval button. Alternatively, use the Status button on the top-right corner to change the status to Submit for Approval.

• After submission, the claim request automatically moves to the designated approver based on the Workflow Builder configuration.

• The approver can review, approve, or reject the claim.

Fig: Add Claim Request