The Claim Items configuration is essential for managing and defining the specific items employees can claim under the e-Claim module. This section allows system administrators to set attributes, thresholds, and conditions for each claim item, ensuring streamlined claim submissions and approvals.All the Claim Items from 11 entities will be listed here, with approximately 300–400 claim items under this listing. Each claim item is designated specifically for each entity.
Users are able to configure different attributes of a claim item here. All claim items are being configured according to the User Requirement Paper - Appendix 2 as for now.
Each claim item may have unique attributes that only an Owner or Admin can modify. If you need assistance with these details, please consult your system administrator or an authorized personnel with access.
When you finish making changes, click on the ‘Update’ button on top right to save your changes.
The system administrator is responsible for setting up and managing the configuration of claim items, including specific claim thresholds and categories for employees.
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All the changes you made here will affect the GL, Posting, the user interface where making claim submissions. |
Should you wish to duplicate a claim item, tick the box, and click on the Duplicate the selected items’ button next to the search bar.
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Importance of Claim Items in the E-Claim Module
Customization: Tailors claimable items to specific organizational needs.
Enhanced Validation: Ensures claims meet predefined criteria, reducing errors and fraud.
Streamlined Approvals: Aligns items with appropriate workflows for efficient processing.
Accurate Reporting: Facilitates detailed tracking and analysis of claim expenses.
Consistency Across Entities: Standardizes claim items for multi-entity organizations.
Example Use Case
Scenario: A company introduces a new claim item for "Professional Certification Fees" to support employee development.
The system administrator creates a new item under Claim Items, specifying the category as "Professional Development."
Approval workflows are configured to require HR manager approval.
Supporting documents, such as course registration and payment receipts, are set as mandatory.
Employees can now submit claims for certification fees, and the system ensures compliance with the configured rules.
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Overview of Claim Items
Claim Items represent the individual services, expenses, or benefits that employees can submit claims for. These items are customized per organizational requirements and are linked to specific categories for accurate tracking and reporting.
Key Features of Claim Items
Main Details
Purpose: Define the primary attributes of a claim item.
Fields:
Claim Item Name: The name of the item (e.g., "Traveling - Toll, Public Transport").
Claim Item Code: A unique identifier for the item.
Claim Category: The category the item belongs to (e.g., "Traveling Allowance").
Claimable Period (Days): Specifies the time frame within which the item can be claimed.
Importance: Ensures clarity and proper classification of claimable items.
Example: Setting a "Traveling - Mileage" item under the "Traveling Allowance" category with a claimable period of 60 days.
Approval Workflow
Purpose: Specify the approval process for the claim item.
Functionality:
Select from predefined workflows, such as "Non-Chargeable" or "Chargeable."
Assign specific approval settings for each item.
Importance: Ensures claims are reviewed and approved by the appropriate personnel.
Example: Requiring a manager’s approval for high-value claims.
Payment Processing Options
Purpose: Define how the claim will be reimbursed.
Functionality:
Choose payment methods such as "FINANCE_PAYMENT."
Importance: Aligns claims with organizational payment procedures.
Example: Reimbursing travel claims via direct deposit.
Required Supporting Documents
Purpose: Ensure proper documentation is attached for claim validation.
Options:
Supporting Document (Normal Attachment)
Supporting Document (OCR Attachment)
Vendor, receipt date, and receipt number
Importance: Reduces discrepancies and enhances accountability.
Example: Requiring scanned receipts for "Traveling - Toll" claims.
Specific Attributes
Purpose: Define additional conditions or eligibility criteria for claim items.
Options:
Required Subscription and Membership Type
Required Location Tracking
Mileage Claim/Number of Days
Custom Validity Date by HR
Importance: Adds flexibility to claim configurations.
Example: Limiting mileage claims to employees with a valid company vehicle.
This configuration ensures streamlined processing and compliance with organizational policies.
In the next section, we will discuss the Professional Body configuration and its significance in claim management within the e-Claim module.