Reimbursement Claims
Reimbursement is an amount paid by an organisation for specific out-of-pocket costs incurred by an employee. Reimbursement of medical expenses and telephone bills are common examples. Your employees can create reimbursement claims through the Zoho Spend employee portal, and they’ll be compensated along with next month’s salary.
Note:
- This does not refer to the reimbursement for your employees’ expenses. This exclusively refers to Leave Travel Allowance (LTA), Medical Reimbursement, Fuel Reimbursement, Telephone Reimbursement, and Driver Reimbursement.
- This feature is only available in the India edition of Zoho Spend.
Add a Reimbursement Claim
If a payroll admin adds reimbursements as a part of your company’s salary components, you can add claims for the reimbursements you’re eligible for and submit them for approval. Once approved, you’ll be paid the amount specified in the claim in your next month’s salary.
Note: If reimbursements are a part of the Flexible Benefit Plan (FBP) of your salary, you’ll be able to add reimbursement claims only after your payroll admin enables them for the current period.
You can view the reimbursements you’re eligible to receive in the Unpaid Amount Summary section. Unclaimed reimbursements will be fully taxable.
You can also view the year-to-date summary of the reimbursement claims you’ve submitted by clicking Show Detailed Summary.
To add a claim:
- Go to Reimbursements under Payroll on the left sidebar.
- Click Add Claim in the top right corner.
- Select the Claim Date.
- Select the Reimbursement Type for which you’re adding the claim.
- Fill in Bill Date, Bill No, Bill Amount, and Attachments for the reimbursement type.
- Add Remarks if any for the reimbursement type.
- Click + Add Another Bill to additional bills.
- If you have captured all the required details in the claim, click Send for Approval. The claim will be sent to your payroll admin for approval.
- If you still have details left to be captured, click Save as Draft to add them later.
The claims you’ve added will be available in the All Claims section of the page.
Withdraw a Reimbursement Claim
If you’ve added incorrect information or you want to make any changes to the claim submitted, you can recall it before your payroll admin approves the claim. Here’s how:
- Go to Reimbursements on the left sidebar.
- Under All Claims, hover over the claim you want to withdraw and click the Withdraw Claim icon.
OR - Click the claim you want to withdraw and click Withdraw Claim on the page that appears.
Edit a Reimbursement Claim
If you’ve saved a reimbursement claim as a draft, you can edit its details.
Note: You can only have one draft claim.
To edit a draft reimbursement claim:
- Go to Reimbursements under Payroll on the left sidebar.
- Under All Claims, hover over the claim you want to edit and click the Edit icon.
- Make the necessary changes.
- If you have captured all the required details in the claim, click Send for Approval. The claim will be sent to your payroll admin for approval.
- If you still have details left to be captured, click Save as Draft to add them later.
Delete a Reimbursement Claim
If you submitted a claim by mistake or if the claim is not required, you can delete it.
Note: You can only delete reimbursement claims in the Draft status.
To delete a reimbursement claim in the draft status:
- Go to Reimbursements under Payroll on the left sidebar.
- Under All Claims, hover over the claim you want to edit and click the Delete icon.
- Click Delete again in the pop-up that appears to confirm your action.
The claim will be deleted. You can create a new claim, if required, to submit bills for reimbursements.