Reimbursement
Manage employee reimbursement claims with approval workflows and balance tracking.
The Reimbursement module allows you to process and track employee reimbursement claims for work-related expenses. Whether an employee paid out of pocket for a business meal, a medical visit, or travel costs, this module provides a structured workflow to submit, review, approve, and pay out claims.
Navigation: Finance > Reimbursement
Purpose
Employees regularly incur work-related expenses that need to be reimbursed by the company. The Reimbursement module gives your finance team a central place to:
- Receive and review employee reimbursement claims
- Enforce a clear approval workflow so every claim is reviewed before payout
- Track outstanding balances per employee
- Organize claims by category for cleaner reporting
- Maintain receipt and invoice attachments for audit compliance
Module Structure
The Reimbursement section contains four sub-pages:
| Sub-Page | Description |
|---|---|
| Reimbursement List | View, search, and filter all submitted reimbursement claims |
| Create Reimbursement | Submit a new reimbursement claim on behalf of an employee |
| Balance Sheet | Track per-employee reimbursement balances and outstanding amounts |
| Categories | Manage the categories used to classify reimbursement claims |
What You Will See
The main Reimbursement List page displays a table of all claims with key details at a glance.
Table Columns
| Column | Description |
|---|---|
| Employee | The employee who submitted the claim |
| Category | The type of reimbursement (e.g., Medical, Travel) |
| Amount (AED) | The claimed reimbursement amount |
| Date | When the expense was incurred |
| Description | A brief note about the claim |
| Status | Current approval status |
Status Tabs
Use the tabs at the top of the table to filter by approval status:
- All -- Show all claims regardless of status
- Pending -- Claims awaiting review and approval
- Approved -- Claims that have been approved for payment
- Rejected -- Claims that have been rejected
- Paid -- Claims that have been paid out to the employee
You can also use the search bar to find claims by employee name or description.
Reimbursement Workflow
Every reimbursement claim follows a four-step lifecycle:
- Submit -- A claim is created with all relevant details and supporting documents attached.
- Pending -- The claim enters the review queue for an authorized approver to evaluate.
- Approved or Rejected -- An approver reviews the claim, verifies the receipts, and either approves or rejects it with a reason.
- Paid -- Once approved, the reimbursement is paid out to the employee and reflected in the balance sheet.
Approved reimbursements are reflected in the Balance Sheet and the employee's overall compensation summary. Keeping claims up to date ensures accurate financial reporting.
Next Steps
- Creating a Reimbursement Claim -- Step-by-step guide to submitting a new claim
- Approval Workflow -- Understand how the approval process works
- Balance Sheet -- Track reimbursement balances per employee
- Managing Categories -- Set up and organize reimbursement categories
- Field Reference -- Complete reference of all reimbursement fields