Creating a Reimbursement Claim

This guide walks you through the process of submitting a new reimbursement claim. Claims are typically created by finance staff or managers on behalf of employees who have incurred work-related expenses.

Before You Begin

Make sure the following are set up before creating a claim:

• The employee requesting reimbursement exists in the system
• At least one reimbursement category has been created (see Managing Categories)
• You have the receipt or invoice for the expense ready to upload

Steps to Create a Reimbursement Claim

1. Navigate to Create Reimbursement

Go to Finance > Reimbursement in the sidebar. Click the "Create Reimbursement" button in the top-right corner of the page.

2. Select Employee

Choose the employee who is requesting the reimbursement from the dropdown list. This is the person who incurred the out-of-pocket expense and will receive the payout once approved.

3. Select Category

Choose the appropriate reimbursement category that best describes the type of expense. Categories help organize claims for reporting and budget tracking.

Common categories include Medical, Travel, Meals, Office Supplies, and Training. If the category you need does not exist, ask your administrator to create one under Reimbursement Categories.

4. Enter Amount

Enter the claimed amount in AED. This should match the total shown on the supporting receipt or invoice.

5. Select Date

Choose the date when the expense was incurred. This is the date of the purchase or service, not the date of submission.

6. Enter Description

Provide a clear description of the expense. Include enough detail for the approver to understand what the expense was for without needing to ask follow-up questions.

Good examples:

• "Doctor visit copay -- annual health checkup"
• "Taxi fare for client meeting at Dubai Marina on 15 Jan"
• "Office printer cartridge replacement -- HP LaserJet 200"

7. Attach Supporting Documents

Upload the original receipt, invoice, or any supporting documentation for the claim. You can attach photos or PDF files.

Click the upload area or drag and drop files to attach documents.

8. Submit the Claim

Review all the information you have entered, then click "Submit" to create the reimbursement claim.

What Happens After Submission

• The claim is created with a Pending status and appears in the Reimbursement List
• An authorized approver (Admin or Finance Manager) will review the claim
• You can track the claim's progress from the Reimbursement List by filtering the Pending tab
• Once approved, the amount is recorded in the employee's Balance Sheet

Invoice Generation

The system can generate a reimbursement invoice document for approved claims. This is useful for internal record-keeping and providing employees with formal documentation of their reimbursement.

Form Fields Summary