Claim Module

The Claim Module provides a comprehensive expense claim management solution that covers the entire lifecycle of employee expense claims—from initial submission through approval, batch processing, and final reimbursement. This module integrates individual claim management with batch processing workflows and project-based expense tracking.

Overview

The Claim Module delivers:

• End-to-End Claim Processing - From submission to reimbursement
• Entitlement Management - Budget tracking and limit enforcement
• Batch Processing - Efficient cycle-based claim handling for finance teams
• Project-Based Tracking - Engagement-linked expense management
• Comprehensive Reporting - Analytics, audit trails, and financial exports

Who Benefits from This Module?

Employees

• Easy expense submission with receipt capture
• Real-time entitlement balance visibility
• Transparent approval tracking
• Quick reimbursement processing

Managers & Approvers

• Streamlined approval workflows
• Clear visibility into team expenses
• Delegation capabilities for leave periods
• Policy compliance enforcement

Finance Teams

• Batch processing of approved claims
• Multi-format report generation (Bank, PV, Cross-Billing)
• Audit sampling and verification
• Integration with payroll systems

Executive Leadership

• Expense analytics and trend analysis
• Budget oversight and control
• Risk management through sampling
• Policy compliance monitoring

Core Applets

The Claim Module consists of three specialized applets that work together:

Module Architecture

┌─────────────────────────────────────────────────────────────────────┐
│                         CLAIM MODULE                                 │
├─────────────────────────────────────────────────────────────────────┤
│                                                                      │
│  ┌─────────────────┐    ┌─────────────────┐    ┌─────────────────┐  │
│  │  CLAIM APPLET   │    │ CLAIM CYCLE     │    │  ENGAGEMENT     │  │
│  │                 │───▶│ APPLET          │◀───│  APPLET         │  │
│  │  • Submit       │    │                 │    │                 │  │
│  │  • Approve      │    │  • Batch        │    │  • Projects     │  │
│  │  • Track        │    │  • Reports      │    │  • Clients      │  │
│  │  • Entitlements │    │  • Sampling     │    │  • Billing      │  │
│  └─────────────────┘    └─────────────────┘    └─────────────────┘  │
│          │                      │                      │             │
│          ▼                      ▼                      ▼             │
│  ┌─────────────────────────────────────────────────────────────────┐│
│  │                    INTEGRATED OUTPUTS                           ││
│  │  • Entitlement Tracking    • Bank Reports     • Cross-Billing  ││
│  │  • Approval Workflows      • PV Details       • Pivot Reports  ││
│  │  • Audit Trails            • Payroll Export   • Project Costs  ││
│  └─────────────────────────────────────────────────────────────────┘│
└─────────────────────────────────────────────────────────────────────┘

Applet Details

1. Claim Applet

Purpose: Complete employee claim management system for expense reimbursements, approvals, and entitlement tracking.

The Claim Applet is the primary interface for employees to submit expense claims and for managers to approve them. It provides:

Key Features:

• Claim Submission - Easy digital claim creation with OCR support for receipts
• Approval Workflow - Multi-level approval and delegation
• Entitlement Tracking - Monitor claim limits and balances in real-time
• Engagement Reports - Project-based expense claiming
• Travel Allowance - Dedicated travel claim management with per-diem rates
• Cut-Off Management - Period-based claim controls

Primary Users:

• Employees (claim submission)
• Managers (approval)
• HR Teams (entitlement management)

Documentation: Claim Applet →

2. Claim Cycle Applet

Purpose: Streamlined claim processing, cycle management, and approval workflows with comprehensive reporting and sampling analysis.

The Claim Cycle Applet is designed for finance teams to process approved claims in batches. It consolidates individual claims into processing cycles for efficient payment generation.

Key Features:

• Cycle Management - Create and manage claim processing cycles
• Claim Lines - View and process individual claims in batch
• Checking Reports - Inbox, Approved, and On-Hold workflows
• Payroll Payment - Integration with salary processing
• Sampling & Audit - Random and targeted claim auditing
• Multi-Format Reports - Bank, PV Details, Cross-Billing, Pivot, Professional Subscription

Primary Users:

• Finance Teams (batch processing)
• Reviewers (claim verification)
• Auditors (sampling and compliance)

Documentation: Claim Cycle Applet →

3. Engagement Applet

Purpose: Complete client engagement and project management for tracking billable and non-billable expenses against specific clients or projects.

The Engagement Applet enables project-based expense tracking, particularly useful for professional services firms (audit, consulting, legal) where expenses may be billable to clients.

Key Features:

• Engagement Management - Create and manage client projects
• Fiscal Year End - Track audit and financial year cycles
• Employee Assignment - Assign team members to engagements
• Engagement Roles - Define Partner, Manager, Director roles
• Document Generation - Create engagement documents
• Entity Details - Access client information

Primary Users:

• Partners & Directors (client oversight)
• Engagement Managers (project management)
• Finance Teams (billing)

Documentation: Engagement Applet →

How the Applets Work Together

Workflow Overview

Employee Submits Claim (Claim Applet)
         │
         ▼
Manager Approves (Claim Applet)
         │
         ▼
┌────────┴────────┐
│  Standard       │  Project-Based
│  Claims         │  Claims
│         │       │       │
│         ▼       │       ▼
│  Claim Cycle    │  Engagement
│  Applet         │  Applet
│         │       │       │
│         └───────┴───────┘
│                 │
│                 ▼
│         Finance Processing
│                 │
│                 ▼
│         Payment/Billing
└─────────────────────────────

Integration Points

Common Use Cases

Use Case 1: Standard Employee Reimbursement

Scenario: Monthly medical and transport claims

1. Employee submits claims via Claim Applet
2. Manager approves claims
3. Finance creates monthly cycle in Claim Cycle Applet
4. Finance reviews, generates bank report
5. Payroll processes reimbursement

Use Case 2: Project-Based Billing

Scenario: Consulting firm billing travel expenses to client

1. Consultant submits travel claim linked to engagement
2. Manager approves in Claim Applet
3. Project tracked in Engagement Applet
4. Claim Cycle Applet generates cross-billing report
5. Client invoiced for billable expenses

Use Case 3: Audit Firm Year-End Processing

Scenario: Processing staff claims for audit engagements

1. Engagements created per client in Engagement Applet
2. Audit staff submit claims against engagements
3. Engagement Manager approves via Claim Applet
4. Finance processes in Claim Cycle Applet
5. Billable claims added to client invoice

Implementation Approach

Phase 1: Foundation Setup

1. Configure Claim Applet Settings

   • Set up Claim Items and Categories
   • Define Claim Accounts and Entitlements
   • Configure Approval Workflows
   • Set up Cut-Off Dates

2. Configure Claim Cycle Applet

   • Define Reviewer Settings
   • Set up Default Settings
   • Configure Report Templates

Phase 2: Entitlement Management

3. Upload Employee Entitlements

   • Bulk import via Excel
   • Set up auto top-up rules
   • Configure entitlement periods

4. Define Travel Allowances

   • Set per-diem rates by destination
   • Configure meal allowances
   • Set up inconvenience allowances

Phase 3: Project-Based Claims (Optional)

5. Configure Engagement Applet

   • Set up Engagement Categories
   • Define Engagement Roles
   • Configure Field Visibility

6. Link Claim Items to Engagements

   • Set up Engagement PIC workflow
   • Configure billable/non-billable settings
   • Set up cross-billing parameters

Phase 4: Go-Live and Training

7. User Training

   • Employee claim submission training
   • Manager approval workflow training
   • Finance cycle processing training

8. Pilot Run

   • Test full workflow
   • Verify report outputs
   • Validate payroll integration

Key Features Comparison

Reporting Capabilities

Claim Applet Reports

• My Claims Report
• Line Report (expense details)
• Entitlement Balance Report
• Staff Reports (for managers)

Claim Cycle Applet Reports

• Bank Report (payment file)
• PV Details Report (accounting)
• Cross-Billing Report (inter-company)
• Pivot Report (analytics)
• Professional Subscription Report
• Sampling Analysis Report

Engagement Applet Reports

• Engagement Listing
• Project Cost Summary
• Employee Assignment Report

Related Documentation

Applet Documentation

• Claim Applet - Complete Guide
• Claim Cycle Applet - Complete Guide
• Engagement Applet - Complete Guide

Setup Guides

• Claim Module Implementation Guide - TODO
• Entitlement Configuration Guide - TODO
• Approval Workflow Setup - TODO

Training Materials

• Employee Claim Submission Training - TODO
• Manager Approval Training - TODO
• Finance Processing Training - TODO

Next Steps

After implementing the Claim Module:

1. Start with Claim Applet - Configure basic claim items and workflows
2. Set up Entitlements - Define employee allowances and limits
3. Train Employees and Managers - Ensure smooth adoption
4. Configure Claim Cycle Applet - Set up finance processing workflows
5. Add Engagement Applet (if needed) - For project-based tracking
6. Monitor and Optimize - Review reports and adjust configurations