Every company has different type of benefits available for the employees in the form of claims or reimbursements.
If this is set properly:
- It will help you manage the claims for all employees effortlessly as the claims will automatically be included in their payslips of the month
- While applying for a claim, employees will be able to see the limit that they are capped to as well as the remaining balance for that particular claim
As the Payroll Administrator, you also have the flexibility to include additional claims beyond the limit of claims directly into the employee's payslip during the payroll generation.
How to create a new Claim Type
- From the side panel, go to Claims > Claim Types
- Click New Claim Type on the top right
- Enter the Description of the claim type
- You can choose to add a Claim Limit. There are several additional functions to this:
1. Select the limit parameters. You can set limits on each claim amount, or limits for each day/week/month/calendar/financial year
2. Set the monetary quantity of the limit
3. Apply the limit to All Employees, or Specific positions
4. Allow for co-payment. This means that the employee has to contribute to paying a portion of the claim. It can be based on a percentage or fixed amount
(Note: You are able to add multiple claim limit parameters for a single claim type (e.g. a single claim type can have both per-claim limit and an annual limit)
- Choose whether you want a remark field for employees to include remarks. You can also make them mandatory
- Choose whether to add categories to the claim type. These will show up for your employees in a drop-down when they apply for that claim
- The system will prompt for further information:
- Setting this claim type to Default, means that all new employees onboarded would be entitled to this claim type. If not, you would have to manually add this entitlement to the respective employee. For more information on mass assigning a claim type, refer to this article.
- Choose whether to allow for no payout. These claims will not be run in the payroll(e.g. if an employee uses a company credit card or transport voucher) but records are required by the company.
- Choose whether employees can set claims past limits. This means that they can indicate a claim with a value greater than the limit, but they will only be reimbursed up to the limit (e.g. A food claim of $8.00 can be indicated, but the employee will be reimbursed up to the limit of $5.00)
- If claims can be set past limits, you may choose to allow higher reimbursement. This means that full reimbursement is still possible if it is approved. The above "Allow Past Limits" must be select as a prerequisite.
- Prorating is a function that only applies to claim limits in the calendar and financial year. It restricts the limits based on how many months there are left in the year when employee was hired.
- Choose whether it is compulsory for employees to upload a receipt to validate their claim
- The archive function will prevent all further employees from applying for this claim.
- Choose whether to allow foreign currencies in the claims. For more information on foreign currencies, click here
- New claim types are not entitled to any employees, do use the mass assign feature to assign to the respective employees for them to be able to claim under this new claim type. For more information on mass assign, click here
How to view, edit or delete an existing type of claim
- Head to Claims > Claim Types on the side menu
- Click the View, Edit, or Delete on the row of the respective leave you wish to edit
- If you choose to View, you will be brought to a page where you can view the parameters of the claim. There will also be charts breaking down the number of claims and the total claimed amount, collated on a monthly basis
- If you choose to Edit, you will be brought to the claim's edit page, where you can change the claim type settings (as explained above)
- If you choose to Delete, you will be prompted with a warning pop-up. Click Ok to proceed
(Note: Only claim types which do not have any claim records can be deleted. You should only delete a claim type if it was created unintentionally!)
Feel free to contact us if you face any difficulties through the support chat icon on the bottom right of the screen or email firstname.lastname@example.org. We will get back to you within 3 working days.