Step 1: - Reimbursement settings
Go to Payroll Settings >> Configure rules >> Addon modules >> Click on Reimbursement.
A) Reimbursement claims window (Mandatory)
- Select the date range to setup the claims window
Example: To restrict the employees to submit the claims within the date range.
B) Process Reimbursements along with payroll (Optional)
- Tick on the check box, if the reimbursement is paid along with salary
- Untick on the check box, if the reimbursement is paid out of payroll
C) Enable direct claim (Optional)
- Tick on the check box to enable direct claim
Example: If the option is ticked as Direct claim, the approval will trigger directly to Final Approver, so the Reporting Manager will not receive approval notification.
- When the same is Unticked ( Standard workflow )
Example: “Employee >> Reporting manager >> Finance approver”
D) Click on Save button to complete the Step 1 Configuration.
Step 2: -
How to add Reimbursement component (Expense head)
To create a reimbursement component for travel reimbursement, food reimbursement etc. which is paid over an above employees’ salary. Refer the below path to create the same.
Go to Payroll settings >> Salary Component >> click on New.
Yes (if you don’t want to show this component in payslips then do not check the box)
Round off Value
Nearest to INR 1/-
Is FBP component
Part of CTC
Is an FFS component
Pay allocation: - Once the component is created, in the same page you can allocate the component.
Go to Payroll Settings >> Salary Components and click on Pay Allocation.
Hyper link for your information: -
Step 3: -
How to configure Finance Manager for Reimbursement workflow?
A) Role mapping
Finance Manager should be mapped in Role Mapping and screen permissions should be given accordingly.
To Map Role: Employees >> More >>Role Mapping >> Select the role >> Update the employee code >>Apply.
Example: Map Finance or HR for Finance approval
To provide Screen permissions: Go to Employees >> More >> Under Permissions>> Click on Set permissions >> Select the role type as Finance >> and set the permissions accordingly.
B) Reimbursement Finance Mapping
In this page, Location Wise Finance Approver for Reimbursement (Spend management) can be assigned.
Reimbursement applications from employees would be routed to Finance Manager once First Reporting Manager approves the reimbursement requests.
Below are the steps are given to map finance manager:
Go to Transactions >>Expense Reimbursement Management >> click on Assign Reimbursement Approver
- Select the Locations, from the right-hand side box
- Select Role as Finance and Name of the Person from the drop down as shown below
- And click on Assign button.
Note: You can assign the below roles for finance approval.
1. Workflow of approvals depends on the configuration. Two types of workflows can be configured.
a. Employee>> Reporting Manager >> Finance Manager
b. Employee>> Finance Manager
2. To see the Finance approver name in the drop down, ensure Finance role is mapped to the users under Employee Roles.
3: Multiple finance approver can be assigned for multiple location.
Step 4: -
To Transfer the claim from previous Finance approver to current approver.
Go to Transactions >> Under Expense Reimbursement Management >> Click on Change Reimbursement Approver
Note: The option is given only when the approver changes in sudden, to approve the pending claims by current Finance approver.
Step 5: -
Final approval process in Finance login
A) Go to Transactions >> Under Expense Reimbursement Management >> Click on Finance approval
B) Select the Month >> Status >> Click on View/Edit
C) The Finance manager can approve the amount based on the bills summited by the employee.
Note: To reject the claim update the approved amount as 0 and click on approve so the requested amount will get rejected by the Finance approver.
Pay Adjustment: If the check box of Lock Pay Adjustment is locked, the finance manager cannot view Approve option while approving the claims.
To unlock the Pay Adjustment: http://support.paybooks.in/support/solutions/articles/4000144075-how-to-unlock-lock-attendance-and-lock-pay-adjustment
Note: Once the claims are approved by the Finance Manager, Admin/HR need to process the payroll and the approved claims will reflect under Pay adjustment tab and payslips