Reimbursement claims let an employee submit out-of-pocket expenses for approval and payout from their own self-service workspace. It is the everyday face of the Workplace module: the employee files their receipts, a manager approves, and Finance pays, all without paper changing hands.
- The claim approval and payout flow
- What an employee can see and edit
- How a claim posts and is paid
Anatomy of a claim
A claim carries a code and date, the employee (filled in automatically), an optional project to charge against, a description, and a set of expense lines, each with the category it belongs to, an amount and any tax, with receipts attached as evidence.
How it behaves
The approval flow
A claim runs Draft (the employee fills it in), Verify (a manager reviews it), Accepted (approved, awaiting payment), Posted (paid), or Cancelled (rejected). Self-service means an employee sees only their own claims and can edit one only while it is still a draft, so the trail is clean once submitted.
Posting and payout
When approved and posted, each line debits its expense ledger and credits a reimbursement payable owed to the employee; the payout then flows through a payment or is folded into payroll. The expenses land in the right accounts automatically, so a claim is both a request and the bookkeeping behind it.
Worked example
An employee attends a conference in KL and claims the travel and meals, attaching receipts and tagging the project. Their manager approves it; Finance posts and pays it; the costs land in the travel and meals ledgers against the project, and the employee is reimbursed.
Edge cases and good practice
- Employees see only their own claims; approval is a separate manager step.
- Editable only while draft – once submitted, a claim is locked to changes.
- Tag a project where a claim belongs to one, so the cost is attributed.
Related
- How to: File a reimbursement claim
- Reference: Employee Record
- Reference: Payment Processing (the payout)