Reimbursement Claims

Reimbursements are amounts paid by an organisation to compensate employees for specific out-of-pocket expenses incurred during the course of employment. Common examples include medical expenses, telephone bills, fuel expenses, and Leave Travel Allowance (LTA). In Zoho ERP, employees can submit reimbursement claims through the employee portal, and approved amounts are paid along with the next payroll cycle.

NOTE:

This document applies only to statutory and payroll-linked reimbursements such as Leave Travel Allowance (LTA), Medical Reimbursement, Fuel Reimbursement, Telephone Reimbursement, and Driver Reimbursement.
This does not cover general employee expense reimbursements.

Add a Reimbursement Claim

If your payroll administrator has configured reimbursements as part of your salary structure, you can submit claims for the reimbursements you’re eligible for. Once approved, the reimbursable amount is paid along with your next month’s salary.

NOTE: If reimbursements are included under a Flexible Benefit Plan (FBP), you can submit claims only after your payroll administrator enables reimbursements for the current period.

You can view the reimbursements you’re eligible to claim in the Unpaid Amount Summary section. Any unclaimed reimbursement amount is treated as taxable income.

To view a detailed breakdown of the reimbursement claims you’ve submitted so far, click Show Detailed Summary.

Submit a Reimbursement Claim

To add a reimbursement claim:

Go to Payroll on the left sidebar and select Reimbursements.
Click Add Claim in the top-right corner.
Select the Claim Date.
Choose the applicable Reimbursement Type.
Enter the Bill Date, Bill Number, Bill Amount, and upload the required Attachments.
Add Remarks, if required.
Click + Add Another Bill to include multiple bills under the same claim.
Click Send for Approval to submit the claim to your payroll administrator.
Click Save as Draft if you want to complete the claim later.

Submitted and draft claims are listed under the All Claims section.

Withdraw a Reimbursement Claim

If you need to correct or update a reimbursement claim that has already been submitted, you can withdraw it before your payroll administrator approves it.

Go to Payroll on the left sidebar and select Reimbursements.
Under All Claims, hover over the required claim and click Withdraw Claim. OR
Open the claim and click Withdraw Claim from the claim details page.

Edit a Reimbursement Claim

You can edit a reimbursement claim only when it is saved as a draft.

NOTE: You can only have one draft claim.

To edit a draft reimbursement claim:

Go to Payroll on the left sidebar and select Reimbursements.
Under All Claims, hover over the draft claim and click the Edit icon.
Make the necessary changes.
Click Send for Approval once all details are complete.
Click Save as Draft if you want to update it later.

Delete a Reimbursement Claim

If a reimbursement claim is no longer required, you can delete it as long as it is still in draft.

Note: You can delete reimbursement claims only when they are in the Draft status.

To delete a reimbursement claim:

Go to Payroll on the left sidebar and select Reimbursements.
Under All Claims, hover over the draft claim and click the Delete icon.
Click Delete again in the confirmation pop-up.