My Claim

The My Claim section organizes all claims in one centralized location, allowing users to efficiently manage both new and existing claims. Starting here ensures that claims are tracked systematically.

Step 1: Creating a New Claim

To initiate a claim, users begin by clicking on the ‘+’ button located beside the search bar. This action opens the New Claim interface, where users are prompted to fill in specific details before proceeding.

Once these fields are completed, the system validates the input to ensure accuracy. Clicking Next saves the information and transitions the user to the next stage

Step 2: Navigating to Claim Lines

• The Claim Lines tab organizes all expense details under the claim. This structure ensures transparency and enables detailed tracking of individual expenses.

• Claim Lines Preview Panel:

  • Displays key information, including:

    • Claimant Name: Identifies who is submitting the claim.

    • Claim ID: A unique identifier assigned to the claim for easy tracking.

    • Job Group and Created By: Contextual details for the supervisor’s reference.

    • Status: Indicates the current stage of the claim (e.g., Draft).

• Adding Claim Lines: Users are prompted to click the ‘+’ button within the Claim Lines tab to input detailed expense information. This step is essential for itemizing costs and attaching supporting documentation.

• Each line represents an individual expense, ensuring clear and organized documentation.

Step 3: Filling in Claim Line Details

Once the Claim Line Edit side page opens, users are required to provide the following details:

• Claim Category:

  • Overview: Our system offers a total of 30 claim categories, including 5 entitlement claims. However, it's important to note that not all claimants may have access to certain entitlement. Entitlement categories are defined by organizational policies and are assigned based on criteria like job roles, employment levels, or contract terms. For example, certain healthcare benefits may only be available to full-time employees or those in specific positions. Claimants should refer to their HR or administrative team for details on their eligibility.

• Why It Matters: Ensures that the claim is processed under the correct policy rules and aligns with organizational reimbursement policies. Selecting an accurate category prevents delays in approval and facilitates proper expense tracking.

• Entitlement Claim Categories:

  • Healthcare Benefits - Optical: Covers expenses for optical care, such as glasses or contact lenses.

  • Healthcare Benefits - Other Medical Benefits: Includes additional healthcare-related expenses.

  • Professional Study Scheme: Supports costs related to approved professional courses or certifications.

  • Professional Subscription: Covers membership fees for professional organizations or societies.

• Non-Entitlement Claim Categories:

  • Accommodation: Reimbursement for lodging expenses during work-related travel.

  • Bank Charges: Covers transaction fees incurred for work purposes.

  • Entertainment: Expenses for business-related entertainment activities.

  • Travelling - Day Trip Allowance: Reimbursement for day trips without overnight stays.

  • Travelling - Mileage: Travel costs based on distance, with options for "By Car" or "By Motorcycle."

  • Travelling - Office Parking: Covers parking fees incurred while visiting the office or other locations for work purposes.

  • Travelling - Outstation Allowance: Reimbursement for overnight stays during domestic travel.

  • Travelling - Overseas Allowance: Separate categories for ASEAN and Non-ASEAN countries, covering international travel expenses.

  • Travelling - Toll, Public Transport, Visa, Petrol, Air Fare: Comprehensive coverage for various travel-related expenses.

  • TEST: Reserved for testing purposes or unique cases.

• Claim Item:

  • A sub-selection within the chosen claim category. For example, under "Travelling - Mileage," users can choose "By Car" or "By Motorcycle."

  • Why It Matters: Ensures precise classification of expenses, aiding supervisors in understanding the specific purpose of the claim.

• Cost Incurred Date:

  • The date range during which the expense occurred.

  • Why It Matters: Accurate date tracking helps verify that the expense falls within an eligible period for reimbursement.

• Description:

  • A text field for users to provide detailed information about the claim.

  • Why It Matters: Enables users to explain the nature of the expense, and ensure proper documentation for verification.

Step 4: Selecting Chargeable or Non-Chargeable

Upon selecting a Non-Entitlement Claim Category, users will encounter two options: Chargeable and Non-Chargeable. These options allow users to categorize the expense based on its funding source or purpose.

Explanation of Each Option

1. Chargeable Claims

   • Definition: Claims that can be charged to an engagement, such as project-specific expenses.

   • When to Choose: Select this option if the expense is directly linked to a specific engagement or client project.

   • Outcome: Enables the Engagement field for users to specify the relevant project or client. This ensures that the expense is billed to the appropriate entity and not absorbed by the company’s internal cost center.

2. Non-Chargeable Claims

   • Definition: Claims that are allocated to the company’s cost center instead of an external engagement.

   • When to Choose: Use this option for operational or administrative expenses that are not tied to specific projects, such as internal meetings, training sessions, or non-client-related travel.

   • Outcome: Enables the Cost Center field, ensuring that the expense is accounted for internally.

Why These Options Are Important

• Categorizing claims as chargeable or non-chargeable ensures alignment with the organization's financial policies and billing structures.

• Clear distinction between project-related and operational expenses facilitates accurate reporting and accountability.

• Proper categorization speeds up the approval process and reduces errors in financial reconciliation.
  

Selecting either one of them will result in different input fields for you to fill up.

• Selecting ‘Chargeable’ will enable the ‘Engagement’ list for you to choose from later.

• While selecting ‘Non-Chargeable’ will enable the ‘Cost Center’ list for you to choose from later.

Step 5: Uploading Receipts and Auto-Population

Upload Receipt:

1. Click Choose File and select the receipt from your device.

2. Use the Upload button to activate the Optical Character Recognition (OCR) feature. This feature captures receipt details like:

   • Claim Amount

   • SST Amount

   • Claim Amount After SST

   • Vendor Name

   • Receipt Date

   • Receipt Number

Step 6: Finalizing Engagement or Cost Center

• Engagement List: Appears for chargeable claims. Select the relevant project or client.

• Cost Center List: Appears for non-chargeable claims. Categorize the expense internally.

Step 7: Split Chargeable Claim

In certain scenarios, users may need to split a claim across multiple engagements or cost centers. This functionality ensures that expenses are accurately allocated, especially when tied to multiple projects or internal departments.

How to Split a Claim:

1. Enable Splitting:

   • Check the Split Chargeable Claim checkbox. By default, the system will split the claim amount equally (e.g., 50/50).

   • This is especially useful for multi-project teams or shared resources.

2. Add Splits:

   • Click the ‘+’ button to add more engagements or cost centers to split the claim into.

   • Example: If an employee incurs travel expenses shared across two projects, they can allocate 60% of the claim amount to Project A and 40% to Project B by adjusting the Split Percentage field. For instance:

     • Total Claim Amount: MYR 1,000

     • Engagement 1 (Project A): MYR 600 (60%)

     • Engagement 2 (Project B): MYR 400 (40%)

3. Customize Splits:

   • Adjust the Claim Amount field for each engagement or cost center to set the desired amount manually.

   • Alternatively, modify the Split Percentage field to define the percentage split between the selected engagements or cost centers. The system will automatically calculate and distribute the amounts accordingly.

   • Understand SST Amount and Claim Amount After SST:

     • SST Amount: Refers to the Sales and Service Tax applied to the claim. This ensures compliance with tax regulations and provides transparency in financial reporting.

     • Claim Amount After SST: Represents the total claim amount inclusive of SST. Adjusting this ensures that the correct amount is allocated and reimbursed, avoiding discrepancies during approval.

Outcome: After splitting, multiple claim lines will be created under the claim header. Each line will correspond to the selected engagement or cost center, ensuring clear and accurate allocation of expenses.

Why Use Claim Splitting?

• Allows for precise distribution of expenses across relevant projects or departments.

• Ensures all stakeholders understand how expenses are allocated.

• Simplifies reporting and approval processes by breaking down claims into manageable segments.

Step 8: Claiming Under an Event

The system also provides the option to submit non-chargeable claims under an event. This feature is particularly useful for organizations where specific expenses are associated with defined events or projects.

Example: If a user attends a Corporate Training Event and incurs expenses like food or transportation, they can link these expenses directly to the event by selecting it from the dropdown. This ensures that the expenses are properly categorized and reported under the event.

How to Claim Under an Event:

1. Select the Event Checkbox:

   • Navigate to the Claim Lines tab and select the ‘Event’ checkbox to activate this option.

2. Choose the Event:

   • From the dropdown menu, select the relevant event to associate your claim with it.

Why Use This Option?

• Associating claims with events ensures:

  • Direct linkage of expenses to specific organizational activities or events.

  • Event-based categorization streamlines reporting and auditing processes.

  • Provides clarity on how resources are utilized for different events.

By leveraging this feature, organizations can better manage event-related expenses, ensuring compliance with internal policies and facilitating smooth reimbursement workflows.

Reimbursement workflows refer to the structured processes within an organization for managing expenses and reimbursing employees or stakeholders. These workflows ensure that all expenses, whether related to events, projects, or operational costs, are handled in compliance with internal policies.

Why Configure Events?

• Ensures all relevant events are preloaded and available for selection during claim submission.

• Helps maintain accurate records of event-related expenditures.

• Allows customization of event-related categories for improved expense tracking.

After completing all required fields, uploading receipts, and finalizing claim lines, users must save their changes by clicking the Update button. Once the claim details are verified, users can proceed to submit the claim Submit Claims