Once all the masters are created/modified, you can configure your Company Policy
Login to Paybooks using your credentials.
Click the link below to configure the policy.
https://apps.paybooks.in/reimbursement/v1/expenseheads.aspx
Click “Configure Policy” from the Menu.
From the drop-down “Select Expense Head”. All the expense heads created will be displayed here.
Define Maximum Claim Limit
The next is defining the “Maximum Claim Limit”. - employees will not be allowed to claim more amount than the limit for the current request
From the drop-down “Select Type of Limit”
Maximum Limit -Day or Month claim – is the maximum claim you can make for a day or month.
From the drop down select the “Maximum Limit Option” from the drop-down -Fixed Amount or the Limit Matrix.
If the limit amount is the same for all the employees, then the Fixed amount option needs to be selected, else select the Limit Matrix.
If you have chosen “Fixed Amount”, enter the limit under “Enter Limit Amount”.
In Limit Matrix you need to click on ‘Click here to import the matrix’ to import the matrix. A new window will be opened, and you can see 3 parameters. Based on the requirement you need to select the parameter.
Define Limit Matrix
If you have chosen “Limit Matrix”, click “Click here to import matrix”.
Matrix can be defined using the set Parameters and you can select up to 3 Parameters.
Select from the drop-down “Parameter 1”. E.g. Grade
Click “Download Template here” to download the import file.
Enter the value under Parameter 1. In this e.g., enter the Grade.
Enter the “Amount/Day”.
Save the file onto your local drive.
To import the file, click “Choose File”.
Select the import file saved on your local drive.
Click “Import” to complete the Import.
Choose Currency: You need to select the currency the employees will be requesting the expense. But now by default, there will be only one currency (Indian Currency).
To exclude the tax list GST, check the tick box “Max Limit Excludes Tax (GST)”.
Excess Claim Rule setup
Next, we need to create the “Excess Claim Rule”.
Here you will be creating the Rule of whether an employee should be allowed to submit the claim if the claim amount is exceeding the defined limits.
Click the radio button as per your company policy.
- “Don’t allow the claim to be submitted” – If this radio button is selected, the employee cannot submit the claim if the limit is exceeded.
- “Alert the employee and allow the claim to be submitted” – If this radio button is selected, then the employee will be allowed to submit the claim with an alert message that you are submitting the claim which exceeds the limit.
Select “Yes / No” under “Is Attachment Mandatory?”
If selected “Yes”, update the amount above which the attachment is mandatory under “Attachment is Mandatory for Expense Above”.
Click “Add Expense Head” to complete the Expense Policy Head for the selected Expense Head.
Note: You need to follow the above steps for each Expense Head.
The Expense Head configured will be displayed.
Click “Next”
