Reimbursement Employee Self Service: Component Overview
The self service component facilitates the employees to enter reimbursement claims themselves. Self service is possible, provided the employee is mapped to the user who has permission to the “Apply for Reimbursement“ activity and the eligibility to the reimbursement item is authorized for the employee in the “Authorize Employee Eligibility” activity during reimbursement setup.
You can use this component to record information relevant to the following fields:
Self Service by employees
Reimbursement dependent enrollment
Reimbursement claims
Enrolling dependents : The employee can enter a set of reimbursement claims for any reimbursement item to which he / she is entitled. The employee can enter the claim for himself / herself or the dependents, depending on the nature of the reimbursement.
The user can also view eligibility details of the dependents for reimbursement.
Authorizing dependent enrollment: This activity allows a supervisor to authorize the enrollment of his subordinate’s dependents, for a specific reimbursement item. The system determines the subordinates by verifying the employee-supervisor relationships defined in the Employment Information component.
Self-service is possible, provided the supervisor employee is mapped already to the user who has permission to the “Authorize Dependent Enrolment“ activity. This activity shows the records of only subordinates to the relevant supervisor. The user can selectively authorize the enrolment of each dependent of the subordinate employee.
Applying for reimbursement claims: Through this activity, the HR user can enter reimbursement claims for a reimbursement item to which an employee is entitled. The user can compute the total value of the claim, the reimbursement item’s eligibility terms, and also the eligibility parameters defined in the eligibility matrix. Reimbursement claims cannot be greater than the limit per claim. For each claim submitted, a unique identification number is generated depending upon the prefix and suffix defined for the reimbursement item. Claim date is the date on which the claim is made or the date of incurring the expenditure. Claim date is used for the identification of the reimbursement calendar to which the claim should fall.
Authorizing reimbursement claims: Through this activity, a supervisor can view and authorize the reimbursement claims of his subordinates. The system establishes the subordinates, by verifying the employee-supervisor relationships defined in the Employment Information component. This activity shows the supervisor the claims of only his subordinates and allows him to authorize,
claims in full
a partial amount/quantity, or
reject the claim
The supervisor can authorize in claim IDs in bulk. This user can authorize multiple claim IDs of subordinate employees. The entire amount/ quantity to which an employee is eligible for a single claim ID can be authorized. The supervisor can also choose to reject, in bulk, the entire sets of claim IDs.
The supervisor can also authorize an individual claim ID, after viewing the details of all the claims/bills under the claim ID. The system allows the user to accept the claim in full, accept the claim partially; or reject the claim altogether.
Getting familiar with the activities inside
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Go to page… |
…to carry out task |
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Apply for Reimbursement |
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Authorize Dependent Enrollment |
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Authorize Reimbursement Claims |
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Edit Employee Dependent Enrollment |
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View Claim Details |
