Reimbursement Category

Reimbursement categories define expense types with specific rules, limits, and documentation requirements. Each category represents a type of business expense that employees can claim.

Purpose:

• Standardize expense classification across organization
• Enforce spending limits per expense type
• Control documentation requirements (receipt mandatory or optional)
• Enable/disable categories based on company policy

Category Configuration Fields:

Field	Description	Example
Code	Unique identifier (uppercase, no spaces)	TRANSPORT, MEDICAL
Name	Display name shown to users	Transportasi, Medis
Description	Detailed explanation of coverage	"Reimbursement untuk biaya transportasi perjalanan dinas"
Max Amount	Maximum claimable per request	Rp 2,000,000
Require Receipt	Whether receipt upload is mandatory	Yes/No
Active Status	Enable or disable category	Active/Inactive

Common Category Examples:

• Transport: Travel, taxi, fuel, parking (max Rp 2,000,000)
• Medical: Healthcare, medication, check-ups (max Rp 5,000,000)
• Meal: Business meals, client meetings (max Rp 500,000)
• Accommodation: Hotels, lodging for business travel (max Rp 3,000,000)
• Training: Courses, certifications, seminars (max Rp 10,000,000)
• Communication: Phone bills, internet for work (max Rp 200,000)
• Fuel: Gasoline for company vehicles (max Rp 1,000,000)
• Stationery: Office supplies purchase (max Rp 300,000)
• Parking: Parking fees for business purposes (max Rp 100,000)
• Maintenance: Equipment maintenance costs (max Rp 2,000,000)

System Behavior:

• Categories with Require Receipt = Yes: System blocks submission without uploaded receipt
• Categories with Require Receipt = No: Receipts optional but recommended
• Max Amount: System validates and prevents submission exceeding limit
• Inactive categories: Hidden from employee selection but existing claims remain visible

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How to Create Reimbursement Category (Admin/HR)

Purpose: Set up new expense type for employee reimbursement claims.

Steps:

1. Navigate to Reimbursement module

2. Click "Reimbursement Category" button (top right, yellow/warning button)

3. Click "Add" or "Create New" button

Category Form Opens:

4. Fill category details:

   • Code: Enter unique code (e.g., "INTERNET")

     • Use uppercase letters
     • No spaces (use underscore if needed)
     • Keep concise (max 20 characters)

   • Name: Enter display name (e.g., "Internet & Connectivity")

     • User-friendly name employees will see
     • Can use spaces and proper capitalization

   • Description: Enter detailed explanation

     • What expenses are covered
     • Any special conditions
     • Examples of valid claims
     • e.g., "Reimbursement for monthly internet subscription and mobile data used for work purposes"

   • Max Amount: Enter maximum limit per request

     • Amount in Rupiah
     • e.g., 500000 for Rp 500,000
     • Employees cannot submit claims exceeding this

   • Require Receipt: Check or select Yes/No

     • Yes: Receipt upload mandatory (recommended for most categories)
     • No: Receipt optional (for small amounts or difficult-to-document expenses)

   • Active: Check or set to Active

     • Active: Category visible to employees
     • Inactive: Hidden from selection

5. Click "Save" button

Result:

• New category created
• Available in employee reimbursement form
• Validation rules automatically applied

Best Practices:

• Set realistic max amounts based on typical expenses
• Require receipts for amounts > Rp 100,000
• Write clear descriptions with examples
• Use consistent naming conventions
• Review and update limits annually

How to Update Reimbursement Category (Admin/HR)

Purpose: Modify existing category settings, limits, or status.

Steps:

1. Navigate to Reimbursement Category module

   • Click "Reimbursement Category" button from main Reimbursement page

2. Find category to update:

   • Use search/filter if many categories
   • Click category row to select

3. Right-click and select "Edit" or Click edit icon

Edit Form Opens:

4. Modify fields as needed:

   • Name: Update display name
   • Description: Revise coverage details
   • Max Amount: Increase/decrease limit
     • Note: Does not affect existing submitted claims
     • Only applies to new submissions
   • Require Receipt: Change documentation requirement
     • Changing to Yes: Future claims require receipt
     • Changing to No: Future claims optional receipt
   • Active Status: Enable/disable category

5. Click "Update" or "Save" button

Result:

• Category updated
• Changes apply immediately to new claims
• Existing claims not affected

Important Notes:

• Cannot change Code after creation (data integrity)
• Increasing max amount: Applies to new claims immediately
• Decreasing max amount: May need communication to employees
• Disabling category: Existing claims still visible, but employees cannot select for new claims

When to Update:

• Annual policy review (adjust limits for inflation)
• Company policy changes
• Abuse patterns detected (tighten requirements)
• New regulations (e.g., tax law changes)

How to Deactivate Reimbursement Category (Admin/HR)

Purpose: Disable category no longer used or temporarily suspend.

Steps:

1. Navigate to Reimbursement Category module

2. Find category to deactivate

3. Right-click and select "Edit"

4. Change Active Status to "Inactive" or Uncheck "Active"

5. Click "Save"

Result:

• Category hidden from employee selection
• Cannot be used for new reimbursement claims
• Existing claims with this category remain visible
• Historical data preserved

What Happens:

• Employees: Cannot see category in dropdown
• Existing claims: Still visible and processable
• Reports: Category still appears in historical data
• Reactivation: Can set back to Active anytime

Use Cases:

• Temporary suspension (e.g., budget freeze on training)
• Replaced by new category (e.g., split TRANSPORT into TAXI and FUEL)
• Policy discontinued (e.g., communication allowance now in salary)
• Seasonal categories (e.g., year-end gifts)

Best Practice:

• Communicate to employees before deactivating
• Add note in description explaining why inactive
• Review inactive categories quarterly
• Consider deletion only if never used

peringatan

Do Not Delete Categories

If any reimbursement claims exist using the category, deletion may cause data integrity issues. Always use Inactive status instead.