Claim Items

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.

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.

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.