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Employee Reimbursement Module

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Table of Content

Employee Reimbursement Module

1. Process Flow & Description 3

2. Roles & Responsibility of various stakeholders 10

3. Service Level Agreement 10

4. Approval Matrix 11

5. Troubleshooting- FAQ 11

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1 Process Flow & Description

Under employee reimbursement module all the cash payment made by user from his

own fund are reimbursed into his own account.

The payment could be either towards branch cash expenses or towards other cash

expenses incurred by an employee. However cash expenses made towards local

conveyance is to be claimed through different BAZ module name ‘Local Conveyance

module’ Refer category list as listed below available for cash reimbursement under

Employee reimbursement module.

Category List for employee Re-imbursements is as follows:

Category Name

BOOKS N PERIODICALS - MEMBERSHIP AND SUBSCRIPTION

DRIVERS SALARY

EMPLOYEE CERTIFICATION

MOBILE REIMBURSEMENT

PARKING AND TOLL CHARGES

RELOCATION EXPENSES

Employee makes a cash expense

• Role - User

Raise an expense claim

• Role - User

Approval of Expense claim

• Role - Reporting hierarchy

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Category List for Branch Cash Payments (To be used by users whose Petty Cash A/C are shifted

to Employee reimbursement module) is as follows:

Category Name

BRANCH EXPENSE - BOOKS N PERIODICALS

BRANCH EXPENSE - PUBLIC TRANSPORT CHARGES

BRANCH EXPENSE – DONATIONS

BRANCH EXPENSE - DIESEL POWER EXPENSES

BRANCH EXPENSE - OFFICE EQUIPMENT HIRE CHARGES

BRANCH EXPENSE - FILING FEES

BRANCH EXPENSE - FRANKING CHARGES

BRANCH EXPENSE - REGISTRATION EXPENSES

BRANCH EXPENSE - STAMP DUTY CHARGES

BRANCH EXPENSE - MARKETING EXPENSES

BRANCH EXPENSE - MEETINGS AND SEMINAR EXP - CLIENT

BRANCH EXPENSE - MEETINGS AND SEMINAR EXPENSES - STAFF

BRANCH EXPENSE - OFFICE MAINTAINENCE EXPENSES

BRANCH EXPENSE - STAFF COST (HOUSE KEEPING/OTHER LABOUR)

BRANCH EXPENSE - PRINTING AND PHOTOCOPY (XEROX) CHARGES

BRANCH EXPENSE - STATIONARY EXPENSES

BRANCH EXPENSE - MUNICIPAL TAX

BRANCH EXPENSE - REPAIRS MAINTENANCE ELECTRICALS

BRANCH EXPENSE - REPAIRS MAINTENANCE INTERIORS FIXTURES

BRANCH EXPENSE - REPAIRS MAINTENANCE OFFICE EQUIPMENTS

BRANCH EXPENSE - STAFF WELFARE

BRANCH EXPENSE - TRANSPORTATION CHARGES

BRANCH EXPENSE - WATER CHARGES

All other payments should be routed through PO or Non-PO route only.

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An employee (Branch Manager/Cashier) has to make a payment for all branch related

cash expenses. However if employee needs cash for making such payments he can raise

an imprest advance through BAZ as described below.

o Step 1: Click on Employee – Advance>Staff Imprest

o Step 2: Select Employee advance GL, Advance Payment date & advance amount

Rs. xxxx as required. Refer screenshot below.

o Step 3: Select IRA (If in case IRA is not available or is on leave he has to select his

IRA’s IRA) as approver. Once approval for the advance claim is given; after

verification of advance Rs. xxxx would be deposited into employees account by

payment run activity. He can withdraw this amount and make cash payments.

o He also has to attach a document giving details about expenses to be made

through the raised advance

Once employee has made payment by cash, he has to raise an expense claim through an

employee reimbursement module of BAZ. Refer Snapshot below.

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Here employee has to add expense line & select appropriate expense head from the

available category list to raise an expense. Refer Snapshot below.

If employee has imprest advance he has to first settle the claim by selecting adjust

against advance. The same would be visible under advance amount detail section of

employee reimbursements. Refer Snapshot below.

Only the remaining balance would go for payment run & not the entire claim amount.

o Scenario 1. If Rs 2000 is present in employees imprest account & he makes an

expense claim of Rs. 1000 only, then there would be no payment run for this

entry. However once claim raised his imprest amount would get reduced by Rs.

1000 & his new advance balance would be Rs. 1000 only.

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o Scenario 2. If Rs 2000 is present in employees imprest account & he makes an

expense claim of Rs. 3000 then there would be payment run of Rs. 1000 only for

this entry. Here once claim is raised his imprest amount would get reduced by

Rs. 2000 & his new advance balance would be Rs. 0 & payment run will credit

another Rs. 1000 to employee account.

Send a claim for approval by selecting his IRA in electronic approve by field. (If in case

IRA is not available or is on leave he has to select his IRA’s IRA)

If no advance is present in employees account he directly has to select the approver i.e.

his IRA in electronic approve by field. (If in case IRA is not available or is on leave he has

to select his IRA’s IRA) & send claim for approval.

Once a claim is raised & employee selects the IRA as his approver it comes to IRAs

dashboard for approval.

IRA should approve the claim after looking for genuineness of expense claim. For

approval he has to Go to approvals and click “Approve expense claim”

On click of “Approve expense claim”, system will display approve expense claim screen

as displayed below. Approver has to click on the claim number for viewing claim details.

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In approval screen Approver can approve the claim, Reject the claim or he can reduce

the claim amount. Refer snapshot below.

User has to either approve or reject the claim. If required approval also has to select

next approver to get claim approved.

Once Claim is approved user can see view his raised claim by clicking Claim analysis - >

Analysis for self claim

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On clicking the same following screen appears where user can select multiple filters for

searching of a claim or click on submit directly to view all the claims raised by him.

On submitting following screen appears where approver has to click on serial no. link to

view the claim

On clicking the claim after approval is given by approver, following screen would be

displayed where user has to take a print of the same & submit the same for processing.

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The status changes from Approved to Acknowledged & then to Verified & finally to

Processed based on the level of processing of claim. The entire claim processing would

be done in 2-3 Working days & employee will be reimbursed in to his account with the

claim amount in 2-3 Working Days.

2 Roles & Responsibility of various stakeholders

Sr. No. Role Responsibility

2 Advance Approver Role based Matrix – IRA (Designed based on

the approving eligibility)

3 Claim Approver Role based Matrix – IRA (Designed based on the approving eligibility)

3 Service Level Agreement

Sr. No. Activity SLA (Turn around time)

1 Raising a expense claim Day 0

2 Approval of an expense claim Day 0

3 Verification of claim & JV posting Day 1-Day 2

4 Payment run Day 2- Day 3

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4 Approval Matrix

Approval matrix for employee reimbursement module is IRA based. Approval limit would be as per approver’s grade limit defined as per designation and authority.

Employee will see 2 names in the forward link of approval metrics

1. Employee’s immediate reporting authority IRA (Defined as per HR Data)

2. IRA’s reporting authority Activity wise approval matrix is as following:

Activity Approval matrix

Approval of Advance Role based Matrix – IRA (Designed based on the approving eligibility)

Approval of Expense claim Role based Matrix – IRA (Designed based on the approving eligibility)

5 Troubleshooting- FAQ

No. Question Answer

Q1 What all expenses I can reimburse? Expenses made by an employee for company purpose/ business purpose can be reimburse through employee reimbursement as per category mentioned.

Q2 What should be document size system for uploading supporting bill?

Document size should be 500kb or less of any document format can be uploaded in BAZ

Q3 Reimbursement amount would be credited in which A/C?

It would be credited in Reimbursement A/C/ Salary A/C whichever is updated in your

employee detail in BAZ system. You can view the reimbursement A/C at submit employee reimbursement page.

Q4 How to process any changes in my Employee details in BAZ?

Employee details in BAZ are updated through HR database please put change request to Local

HR to update details in IWIN. Once details updated in IWIN, In a day time it gets updated

BAZ.

Q5 What would be my login user name and password?

Use IWIN Username & Password for Login. Username should be in Capital

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E.g.: Employee Code “C0001”

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