Creating a reimbursement item

Select “Create Reimbursement Item” from the left pane.

The “Create Reimbursement Item " page appears.

The system displays the following field.

Date Format

The date format applicable to the login user.

More details.

Enter the following

Reimbursement Setup Unit

Select the organization unit in which you must create a reimbursement item.

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To identify a reimbursement item

Enter the following

Item Code	A unique code to identify the reimbursement Item
Item Short Description	The short description of the item.
Reimbursement Item Long Description	The long description of the item.

Select the “Enable Self Service” checkbox to allow the employee to record the reimbursement item details.
Select the “Prorate” checkbox to allow the prorating of the selected reimbursement item. If this checkbox is checked, the system will compute the reimbursement item amount on a prorata basis.

To enter details of eligibility

Ensure that you have identified the reimbursement item.
Enter the following

Eligibility Nature	From the drop-down list box, select any one of the following options.
	§ "Separate for Employee and Separate for Dependents": The eligibility limit you define will be separately applicable for each of the dependants and the employee.
	§ “Common for Dependents”: The eligibility limit you define will be applicable for all the dependents.
	§ “Separate for Dependents”: The eligibility limit you define will be applicable for each dependents separately.
	§ “Common for All“: The eligibility limit you define will be applicable for all the dependants and the employee.
	§ "Separate for employee and Common for dependent”: The eligibility limit you define will be separately applicable for the employee. Also the limit defined will be applicable for the dependents put together.
	§ “Self”: The eligibility limit you define will be applicable for the employee only.
Maximum Dependents Allowed	The maximum number of dependents allowed for the reimbursement
Quantity/Amount	Indicates whether the reimbursement is to be paid as
	§ Quantity: this refers to the consumable item that will be given to the employee, to compensate that which the employee had spent
	§ Amount: this refers to the money that will be paid to the employee to refund the money that he spent.
Unit of Measurement	Specify the unit of measurement, if reimbursement is in “Quantity“. Examples are kilometers, litres and gallons.
Currency	Specify the currency by which the reimbursement will be paid, if the reimbursement is in amount., Multiple currencies are supported, but a specific currency is maintained for each reimbursement item

To specify bill and payment mode details

Ensure that you have identified the reimbursement item.
Enter the following

Bill Mandatory	Indicate whether the bill is essential for claiming reimbursement, by choosing “Yes” or “No”.
Payment Mode	Indicate the method by which reimbursement payment is made, by selecting one of the following:
	§ Payroll
	§ Check
	§ Cash

To specify the applicable organization units

Applicable to

Choose the organizational units to which the reimbursement item details will be made available. The options in the drop-down list box are described below

§ “All Org. Units” refers to all the applicable organization units for the Reimbursement Setup Unit.

§ “Login Org. Unit” refers to the organization unit you selected in the Reimbursement Setup Unit, if applicable.

§ “Selective Org. Units” refers to a distinct set of applicable organization units to be specified in the “Mapping of Employment Unit’ page.

To enter comments

Enter any remark pertain to the reimbursement item, in the “Comments” field.
To enter extensive comments, select the zoom icon beside the “Comments” field. A pop-up dialog box appears
Enter your remarks in this drop-up dialog box.
Select the “OK” pushbutton. The “Create Reimbursement Item” page appears.
Select the Save pushbutton, to save the reimbursement item details

To deactivate the reimbursement item

Ensure that the reimbursement item has been created and saved, in this page
Select the “Inactive” check box
The reimbursement item can no longer be accessed for any transaction. The reimbursement item will remain unavailable until it is activated again.

To proceed

Map parameters to the reimbursement item
Map employment units to the reimbursement setup units
View the details of a reimbursement item

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Page objective

Use this page to uniquely identify a reimbursement item and enter the eligibility rules and regulations for the item.