Claim Requests
The Claims feature is currently in beta; please feel free to provide feedback by clicking on the BETA label.
Employee claim requests allow employees to submit inputs for certain payslip items (such as expense claims or hours worked for hourly paid employees), which can then be approved by a selected approver and automatically added to the employee’s next draft payslip.
The following requirements need to be met in order to use this feature:
- The feature must be enabled.
- The employee must be enabled for Self-Service.
- The claim types must be enabled.
- Approval groups must be set up.
Once these requirements are met, the employee will be able to submit requests, and the approver can approve the requests.
Each of these requirements is outlined below.
Enabling the Feature¶
To enable this feature:
- Go to Settings > Advanced > General.
- Tick the Enable Claims in Self-Service box.
- Click Save.
- Refresh the page.
Enabling Self-Service¶
An employee must have a self-service account to be able to submit claims. Self-service accounts can be set up using the steps outlined on the following help page:
Enabling Claim Types¶
The payroll administrator must specify which claims can be submitted by employees. To do this:
- Go to Employees > Self-Service > Settings > Claim Requests.
- Click Add Claim Type.
- Select the item that you wish to enable, and click on Enable Claim Type.
- Continue the above process until you have added all the claim types that you wish to allow for employees.
Please note: If you wish to use a custom item, the custom item will need to be set up first before it can be enabled for self-service. This process is outlined in the following article:
To disable a claim type:
- Go to Employees > Self-Service > Settings > Claim Requests.
- Click on the claim type that you wish to disable.
- Click Disable Claim Type.
Approval Groups Setup¶
Approval groups are used to indicate who can submit and approve requests. Approval groups can be set up using the steps outlined on the following help page:
Submitting Claim Requests¶
Employees can submit requests using the following help page, which is available to self-service users:
Approving/Denying Claim Requests¶
The following article provides information on approving/denying requests:
An important point to note in the article is that the payslip item will be added to the employee’s next draft payslip – the date of the payslip that it’ll be added to is indicated on the request. If there is more than one draft payslip, then the approver can select the payslip that the request should appear on. If the date of the payslip is incorrect, and there is no option for the approver to change the payslip date, or the option needed is not in the drop-down list, the payroll administrator should be contacted.
The payroll administrator must then ensure that the payslip needed is generated and in a draft state, i.e. it has not been finalised.
Editing Claim Requests¶
If a request has been approved but is incorrect, the payroll administrator can enter their own inputs to be aggregated with the employee inputs, by clicking on the item under Payslip Inputs. For example, if the amount submitted by the employee and approved by the approver is 50, but it should be 44, then the payroll administrator should enter -6 in the field.