e-Claim (Paperless Expense Claim Management Software)

  1. Use Case Example
    • Let's start with a common use case in most work places. Suppose we have the following employees with the relevant roles:
      1. Emma (ordinary Employee)
      2. Mary (Line Manager of Emma)
      3. Daisy (Head of Department)
      4. Anne (HR.my Administrator)
      For this typical scenario, Anne sets up the Default Claim Approval Workflow according to the company's existing practice:
      1. All new claim applications will require the approval of employee's Line Manager
      2. If the claim application is rejected by the Line Manager, the claim application is concluded as rejected
      3. Should the claim application be approved by the Line Manager, then Head of Department will review the claim application
    • Emma needs to submit an expense claim for her monthly Mobile phone bill. She logs in her Employee Web Account and goes to Expense Claim ❯ Application. Here she will be able to check all available Claim Entitlements for current month or current year and to submit a new claim application for this purpose. To support her application, she attaches a snapshot of her mobile service bill from the telco.
    • Upon submission of Emma's claim application, Mary (i.e. her Line Manager) together with Anne will get email notifications on her new claim application.
    • Mary logs in her Employee Web Account and goes to Expense Claim ❯ Review to review Emma's new claim application. Mary checks the claim application details and the attached bill in order to make an informed decision.
    • Mary decides that Emma's claim application is justified and she approves Emma's claim application.
    • An email notification is immediately sent to the following parties upon Mary's approval:
      1. Emma
      2. Daisy (Head of Department)
      3. Anne (HR.my Administrator)
    • Daisy logs in her Employee Web Account and goes to Expense Claim ❯ Review to review Emma's new claim application. Daisy checks the claim application details and the attached bill in order to make an informed decision.
    • Finally, Daisy is satisfied with Emma's reason for this claim application, and she approves it.
    • An email notification is immediately sent to the following parties upon Daisy's approval:
      1. Emma
      2. Anne (HR.my Administrator)
  2. Using HR.my Claim Management to manage employee claim applications
    • To start using the Claim Management function, you have to make sure that each employee has been set up with the relevant Claim Entitlement, for instance: 300 USD monthly limit for Mobile expenses, 1200 USD annual limit for Medical claim etc. You could add new Expense Types via Expense Claim ❯ Expense Type. Once Claim Entitlement has been set up properly, the employee can start applying his/ her expense claim against each of the entitlements given to him/ her.
    • Expense Type
      When you are setting up new Expense Type, you will notice that there are 3 types of Claim Type, i.e. "Expense", "Mileage" or "Time" based. When the Claim Type is either "Mileage" or "Time" based, you will also need to specify the Unit of measurement, e.g. KM or Mile for "Mileage" (typical use case includes mileage claim for employee travels), Day or Hour for "Time" (typical use case includes Per Diem allowance for employee business trips). Both "Mileage" and "Time" based Expense Type will require the setting of Rate in the Claim Entitlement (explained below), such as USD 0.5 per mile travelled, USD 100 per day for business trips etc.
      Optionally, you may also specify the Currency for the Expense Type, as well as the Category that would group similar Expense Types in reporting.
      Approval Workflow

      By default, each Expense Type is assigned to the DEFAULT Claim Approval Workflow. This makes it easy if all the expense claims are to be reviewed by the same approvers designated in the DEFAULT workflow. However, if you need to assign different approvers to review certain types of expense claims, you may add a new Claim Approval Workflow and assign it to the Expense Type's Approval Workflow.
      Application Policy

      Under the Application Policy section, you may specify if Reason should be mandatory, and whether supporting documents must be attached. Note that Application Policy will only be enforced on employee submission, this will not affect submission by Administrator or HR.my Managers or Custom HR Roles.
    • Claim Entitlement
      There are 2 ways to set up Claim Entitlements for employees. If your organization has more than a handful of employees, it may be easier and faster for you to set up your employees' Claim Entitlement data via the Claim Entitlement Import feature. Even if your employee headcount is not big, the import feature still makes a great time-saver, as you may save yourself a great deal of time setting up new Claim Entitlements for upcoming years. Most importantly, you may make use of Claim Entitlement Import to quickly set up new employees' claim entitlements. Just create several Excel templates containing different claim entitlements for employees according to their Job, Department, Level etc. Whenever there is a new hire, you may instantly set up the new employee by importing the claim entitlements from the correct Excel template.
      Another way is to set up Claim Entitlements manually for each employee:
      1. Access Expense Claim ❯ Management, select the employee that you would like to set up his/ her Claim Entitlements and click Edit.
      2. On the upper panel, there is a Claim Entitlement list. Click at the " + " sign to add a new claim entitlement for the employee.
      3. You may also double click at any of the claim entitlements to update it, or by clicking at the first button in the grid.
      4. Clicking at the red cross button will delete the claim entitlement.
      5. If you would like to add previous years of Expense Claim records into HR.my, you may click at the " + " sign next to Year on the toolbar to add new years.
      Enforce Claim Limits

      When you are setting up new Claim Entitlement, you will notice that there are fields for fine-grained control purpose, such as "Rate", "Limit", "Entitlement", "Per Claim" and "Per Claim Limit". The Rate field is the only one that may be required when you set up claim entitlement for "Mileage" or "Time" based Expense Types, while others are entirely optional.
      • Rate, when used together with the Unit of measurement of selected Expense Type, allows you to specify the rate of each unit, such as USD 0.5 per mile travelled, USD 100 per day for business trips etc.
      • Limit allows you to control if a claim entitlement is subject to any Entitlement limit, if so, whether the entitlement limit should be Annual or Monthly limit.
      • When you select either Annual or Monthly limit, you must enter a corresponding Entitlement limit.
      • Finally, you may also determine if current claim entitlement is subject to a Per Claim Limit. When you set Per Claim to "With Limit" option, then you must enter a corresponding Per Claim Limit. This limit is to ensure that each expense claim submission will not exceed the Per Claim Limit specified.
      • Note that Rate cannot be more than Per Claim Limit, and Per Claim Limit in turn cannot be more than Entitlement limit.
      Entitlement Summary

      When a new Claim Entitlement is added, you will notice that there are pairs of numbers appearing in each month's column in the Entitlement list. Each pair of numbers consist of two amounts, with the second amount being surrounded by square brackets, e.g. 150 [ 50 ]. The first amount represents claim amount that has already been Approved, while the bracketed amount represents amount Pending Approval.
    • While your employees could submit their expense claims immediately without having set up Claim Approval Workflow, only your HR.my Administrator or HR.my Manager or Custom HR Roles would be able to review all expense claim submissions.
    • To fully empower your employees and make full use of Claim Approval Workflow, kindly visit here: The concept and benefit of Claim Approval Workflow
  3. Submitting Expense Claim
    • When you are ready to submit your expense claim, you must first select the Claim Entitlement for current expense.
    • If there is any limit for the selected Claim Entitlement, it will be shown in the Balance field.
    • You will also need to specify the date range when current expenses occur together with the amount (or the distance / time) to be claimed.
    • There is an optional Reference field for each expense claim, where you may enter the claim related details, such as Merchant name, Invoice or Receipt number etc. If a Reference is entered, it will appear in the subject of email notification as well.
    • If Attachment is required, you may also submit it together with your claim. For multiple receipts, you may:
      • Scan multiple receipts into a single PDF file, or
      • Attach multiple receipts into a single Word file
      • Then submit the single PDF or Word file as attachment
    • Depending on your organization policy, some of the Claim Entitlements may also require you to enter a valid Reason for the expense claim.
  4. Enabling Employee Self Service Claim Application (e-Claim)
    • To start using the e-Claim function, each employee has to sign up their Employee Web Account first. Employees would need an invitation from their Employer in order to do so. To invite employees to sign up for their Employee Web Account, you may go to Employee ❯ Web Account, then select the employees that you would like to invite.
    • The invited employees will receive an invitation email with a unique Invitation Code. Follow the instructions in the invitation email to complete the sign-up process (Note: after signing up his/ her Web Account, he/ she will receive another email with instructions for account activation).
    • After completing the Employee Web Account sign-up process, your employees can start submitting for their expense claims via Expense Claim ❯ Application. In the Claim Application dashboard, an employee will be able to not only submit new expense claims, but also to check new Claim Application approval status, Claim Entitlement Monthly Summary, Historical Expense Claim Records, past claim application Statistics (such as number of claims applied or approved) as well as viewing the Management Remark for claims (such as why a claim application has been rejected, or why is it still pending approval).
  5. Reviewing Claim Applications
    • When claim applications are submitted by employees, HR.my Administrator or other Approvers will get notified through email, and they could access Expense Claim ❯ Review in order to approve or reject employee claims. Likewise, employees will also get notified about their claim applications review status.
    • Note: If you do not receive any email notifications for employee claim applications, it is very likely that the email notifications may have been blocked by your Junk Mail filter or email server, or your mailbox may have been full already. Remember to add both noreply@hr.my and support@hr.my to your email whitelist if you do not wish to miss the email notifications for employee claim applications.
    • Claim Review is a very handy tool for you to review submitted expense claims. Using Claim Review in the Employer account, an HR.my Administrator is able to process all expense claim applications in a single view. Whereas for Claim Review in Employee Web Account, an expense claim approving officer will be able to approve/ reject the expense claims for other employees according to his/ her supervisory role set up in the Claim Approval Workflow.
    • Claim Review comes in two view modes. In Pending view, expense claim applications pending for approval will be displayed. In Reviewed view, all approved/ rejected claim submissions will be displayed. Only expense claims related to current employee's role in relevant Claim Approval Workflow will be displayed.
    • Visit here for more about Claim Approval Workflow