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Reimbursements

An employee can apply for reimbursement from their Dashboard whenever they pay for organisational expenses from their own pockets. Once the admin/manager of the employee approves the reimbursement request, you can reimburse the expense in two ways:
  • With payroll: Payroll automatically includes all approved reimbursements that are pending for payment whenever payroll is executed.
  • Adhoc-basis: You can choose to pay approved reimbursements at any time, independent of payroll execution.
To set this up:
  1. Log in to your Payroll Dashboard.
  2. Navigate to Settings → Reimbursements Setup.
  3. Choose between Payroll and Adhoc modes.

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View Pending Reimbursements

To view any pending flexible benefits reimbursements:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Reports → Reimbursements.
  3. Go to Pending Flexible Benefits Requests.
You can also find pending reimbursements to approve or evaluate in the right pane under Reimbursements. Once reimbursement is approved, Payroll automatically updates the tax calculation for future payrolls.

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Pay Reimbursements

To pay the reimbursement:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Pay Employees → Reimbursements.
  3. Check the Pending Payments section.
  4. Select the employees that you would like to reimburse by selecting the checkbox and trigger the payout by clicking PAY NOW.
  5. Enter the OTP you receive at your registered email address/authenticator app and authorise the reimbursement.

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Approve Reimbursements

For administrators and managers to approve instant reimbursement requests:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Reimbursements or check the dashboard for pending reimbursement notifications.
  3. Click on Pending Approvals to see all pending reimbursement requests.
  4. Review the list of employees with pending reimbursements.
  5. Click on a specific request to view details, including:
    • Employee ID and name
    • Reimbursement type
    • Expense date
    • Reason/description
    • Amount requested
    • Attached supporting documents
  6. After reviewing the details and supporting documents, click Approve to process the instant reimbursement.
  7. For instant reimbursement categories, the amount will be immediately processed and transferred to the employee’s account, without waiting for the monthly payroll cycle.

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Reject Reimbursement Requests

If a reimbursement request does not meet company policy or lacks proper documentation:
  1. Review the reimbursement request details.
  2. Click Reject instead of Approve.
  3. The employee will be notified that their reimbursement request was rejected.

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Monitor Reimbursement Status

Both administrators and employees can track reimbursement status:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Reimbursements → View Past Requests.
  3. This displays all reimbursement requests with their current status (for example; Pending, Approved, Rejected).
  4. Administrators can also access the Reimbursements Report for a detailed analysis of all past reimbursements.