Claims Management Module

1. Module Overview

The Claims Management Module handles the entire employee expense reimbursement lifecycle — from claim submission through multi-level approval to batch payment processing. It eliminates paper-based claims with structured digital workflows.

Business Value:

Paperless claim submission with receipt attachments
Configurable multi-level approval workflows enforce policy compliance
Claim Cycles enable batch processing of approved claims for efficient payroll integration
Complete audit trail from submission to reimbursement

2. Key Concepts & Terminology

Term	Definition
Claim	An expense reimbursement request submitted by an employee with supporting documents.
Claim Type	A category of expense (e.g., Travel, Meals, Entertainment, Training).
Claim Cycle	A defined period (e.g., monthly) during which approved claims are batched for payment processing.
Approver	A manager or department head authorized to approve or reject claims based on configured rules.

3. Included Applets

Applet	Purpose
Claim Applet	Submit, manage, and track expense claims with receipt attachments and category tagging.
Claim Cycle Applet	Group approved claims into payment batches for efficient reimbursement processing.

4. Standard Business Workflows

Workflow 1: Claim Submission to Reimbursement

Employee Submits Claim ──▶ Manager Approves ──▶ Finance Reviews ──▶ Claim Cycle Created ──▶ Payment Processed

Steps:

Employee creates a claim in the Claim Applet, selects the claim type, enters amounts, and uploads receipts.
The claim routes to the Manager for approval based on the configured workflow.
Finance reviews approved claims for policy compliance.
At period end, Finance creates a Claim Cycle in the Claim Cycle Applet to batch all approved claims.
Payment is processed — either via payroll integration or a dedicated Payment Voucher.

5. Roles & Permissions

Role	Primary Applets	Key Responsibilities
Employee	Claim Applet	Submit claims, upload receipts, track status
Department Manager	Claim Applet	Approve or reject team claims
Finance Officer	Claim Applet, Claim Cycle	Review claims, create cycles, process payments

6. Prerequisites / Initial Setup

Core Module — Employee records configured
Claim types and categories defined in the Claim Applet settings
Approval workflows configured via Workflow Design Applet
Budget limits per claim type configured (if applicable)
Payment method for reimbursements set up in Cashbook

7. FAQs & Troubleshooting

Q: My claim has been “Pending Approval” for days. Who should I contact? A: Check the approval chain in the Claim Applet to see which approver is next. Contact them directly or escalate to your HR department.

Q: Can I edit a claim after submitting it? A: Only if it hasn’t been approved yet. Once approved, the claim is locked. You would need to create a new claim for corrections.

Q: How are claim cycles connected to payroll? A: The Claim Cycle generates a batch of approved amounts that can be exported or linked to the Payment Voucher process in Financial Accounting for reimbursement.