BIPO HRMS – Claim Module Guide
Version: 3.0
Version Date: 17 Dec 2024 [Claim Modu...Guide V3.0 | PDF]
Overview
The Claim Module manages employee expense claims, entitlement rules, approval workflows, and reimbursement processing.
It supports:
- Claim configuration and policy setup
- Employee claim submissions (ESS / mobile)
- Claim approval workflows
- Entitlement and capping rules
- Reporting and year-end processing [Claim Modu...Guide V3.0 | PDF]
1. Claim Process Overview
Typical flow:
- Setup Claim Type
- Configure Claim Form & Rules
- Employee submits claim
- Approval workflow
- Claim processing & reporting
- Year-end closing
👉[Insert Screen Capture – Claim Flow Overview]
2. Setup Claim Type
Menu Path:Claim Module > Reference > Claim > Claim
👉[Insert Screen Capture – Claim Type Setup Screen]
Purpose:
- Define claim categories (e.g. travel, medical)
- Integrate claims into payroll
- Set limits and rules [Claim Modu...Guide V3.0 | PDF]
Key Notes:
- New claim type starts with 4 tabs
- After update → expands to full configuration tabs
3. Claim Configuration Tabs
3.1 Main Tab
👉[Insert Screen Capture – Main Tab View]
Key Settings:
- Claim Code & Name
- Multiple Receipt (single vs multi-items)
- Cash Advance eligibility
- Workflow amount basis (claim vs total)
- Country / Region applicability
- Module linkage (Finance / Admin / HR) [Claim Modu...Guide V3.0 | PDF]
3.2 Policy Tab
👉[Insert Screen Capture – Policy Tab]
Purpose:
Define rules for:
- Entitlement
- Proration
- Rounding
- Carry forward
Key Options:
- Policy Type:
- Anniversary
- Calendar
- Proration Type (monthly / daily / none)
- Earn Type (full year vs processing date)
- Carry Forward rules [Claim Modu...Guide V3.0 | PDF]
3.3 Dependent Tab
👉[Insert Screen Capture – Dependent Tab]
Purpose:
Control claim eligibility for:
- Employee
- Dependents (spouse, child, etc.)
Key Settings:
- Claimable by: Self / Dependent / Both
- Relationship requirement
- Dependent filters (family / relation)
- Age limits & validation rules [Claim Modu...Guide V3.0 | PDF]
3.4 Application Tab
👉[Insert Screen Capture – Application Tab]
Purpose:
Control claim submission behavior
Key Settings:
- Allow apply via ESS / mobile
- Employee eligibility range
- Attachment rules
- Claim frequency (lapse year / month)
- Receipt validity period
- Auto apply leave (optional) [Claim Modu...Guide V3.0 | PDF]
3.5 Approval Tab
👉[Insert Screen Capture – Approval Tab]
Purpose:
Define approval flow behavior
Key Settings:
- Require approval (Yes / No)
- Allow cancellation
- Approver adjustment rights
- Receipt validation rules
- Adjustment limits per approver [Claim Modu...Guide V3.0 | PDF]
3.6 Entitlement Tab
👉[Insert Screen Capture – Entitlement Tab]
Purpose:
Define:
- Claim eligibility conditions
- Maximum claimable amount
Key Settings:
- Requirement type (Immediate / Confirmed / Period)
- Entitlement amount
- Tier limits (company vs employee share)
- Max claim frequency (month/year) [Claim Modu...Guide V3.0 | PDF]
3.7 Max / Min Per Time
👉[Insert Screen Capture – Max Per Time Tab]
Purpose:
Control how much can be claimed
Includes:
- Tier 2 payment allocation
- Percentage-based reimbursement
- Maximum claim limits
- Minimum claim threshold [Claim Modu...Guide V3.0 | PDF]
3.8 Year-End Tab
👉[Insert Screen Capture – Year-End Setup]
Purpose:
Define carry forward rules
Options:
- Carry full balance
- Carry partial %
- Max carry forward
- Forfeit or encash balance [Claim Modu...Guide V3.0 | PDF]
4. Claim Form Setup
Field Selection
Menu Path:Claim Module > Reference > Claim > Field Selection
👉[Insert Screen Capture – Field Selection Screen]
Purpose:
Define:
- Fields shown in claim form
- Required inputs
- Layout (Header / Detail) [Claim Modu...Guide V3.0 | PDF]
Custom Fields
Menu Path:Claim Module > Reference > Claim > Claim Field
👉[Insert Screen Capture – Claim Field Setup]
Supports:
- Dropdown (Master)
- Numeric
- Date
- Text input [Claim Modu...Guide V3.0 | PDF]
5. Claim Workflow Setup
Menu Path:Setup > Workflow > Workflow Setup
👉[Insert Screen Capture – Claim Workflow Setup]
Purpose:
Define approval chain
Key Features:
- Multi-level approval
- Line manager loop
- Amount-based workflow
- CC notifications
- Auto approval (skip workflow) [Claim Modu...Guide V3.0 | PDF]
6. Claim Submission & Processing
Apply Claim (ESS)
👉[Insert Screen Capture – Apply Claim Screen]
Steps:
- Select claim type
- Enter details
- Attach receipts
- Submit for approval
Claim Processing
Menu Path:Claim Module > Claim > Claim Processing
👉[Insert Screen Capture – Claim Processing Screen]
Purpose:
- Calculate entitlement
- Update balances
7. Travel Claim (Special Case)
Components:
- Travel Request (pre-approval)
- Cash Advance (optional)
- Travel Claim (actual expenses)
- Cash Advance Clearance [Claim Modu...Guide V3.0 | PDF]
👉[Insert Screen Capture – Travel Claim Flow]
8. Claim Records & Status
Claim Record
👉[Insert Screen Capture – Claim Record View]
- View / edit claims
- Submit on behalf of employee
Claim Status
👉[Insert Screen Capture – Claim Status Dashboard]
- Earned
- Taken
- Pending approval
- Balance [Claim Modu...Guide V3.0 | PDF]
9. Reports
Available Reports:
- Claim Status
- Claim Record
- Flexible Claim Report
- Bank File
👉[Insert Screen Capture – Claim Reports Screen]
10. Year-End Processing
Steps:
- Perform claim processing
- Verify records & reports
- Execute closing
- Reprocess for new period [Claim Modu...Guide V3.0 | PDF]
👉[Insert Screen Capture – Claim Year-End Processing]
11. Common Features / Utilities
Includes:
- Copy Claim Setup
- Block Claim submission
- Parent-child claim linking
- Expense & internal order setup
- Per diem rate configuration [Claim Modu...Guide V3.0 | PDF]
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