Reimbursement

Reimbursement is a module for employees to claim expenses incurred for business purposes. It provides end-to-end workflow from submission by employees, approval by managers, to payment processing by finance.

Overview

Reimbursement module enables:

• Employees: Submit reimbursement claims with receipts
• Managers/HR: Review and approve/reject claims
• Finance: Process approved claims for payment via multiple methods
• Track all reimbursement requests with status monitoring
• Configure reimbursement categories with limits
• Upload and manage receipt documents
• Flexible payment processing: payroll integration, automatic payment, or manual transfer

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Separation of Roles:

• Employee Role: Create and submit reimbursement requests
• Manager/HR Role: Review, approve, or reject requests
• Finance Role: Process payments for approved requests via preferred method

This role separation ensures proper approval workflow and financial control.

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Key Features

💰 Multi-Category Reimbursement

Support various expense categories with configurable limits and rules.

Business Value:

• Handle all expense types: Transport, Medical, Meals, Accommodation, Training, etc.
• Each category has customizable maximum amount
• Configure whether receipts are mandatory per category
• Flexible for different company policies

Perfect for: Companies with diverse expense reimbursement needs

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📸 Receipt Document Management

Attach multiple receipt files per reimbursement with organized storage.

Business Value:

• Upload multiple receipts for single claim
• Support various file formats (PDF, JPG, PNG)
• View and download receipts anytime
• Secure cloud storage with backup
• Meet audit documentation requirements

Perfect for: Companies requiring strict expense documentation

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✅ Multi-Stage Approval Workflow

Clear status progression from submission to payment.

Workflow Stages:

• Pending → Submitted, awaiting review
• Approved → Manager approved, ready for payment
• Rejected → Declined with remarks
• Scheduled → Assigned to payroll period
• Processing → Payment in progress
• Paid → Payment completed

Business Value:

• Transparent approval process
• Clear accountability at each stage
• Automated status tracking
• Email notifications (coming soon)

Perfect for: Companies needing formal approval hierarchy

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🔍 Advanced Filtering & Search

Find reimbursements quickly with multiple filter options.

Filter by:

• Status (All, Pending, Approved, Rejected, Scheduled, Processing, Paid)
• Date range
• Employee name/ID
• Category
• Description
• Amount range

Business Value:

• Quick access to specific requests
• Monitor pending approvals efficiently
• Track payment status easily
• Generate reports by criteria

Perfect for: Finance and HR teams managing high volumes

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🔗 Seamless Payroll Integration

✅ Available Now

Add approved reimbursements directly to employee payroll automatically.

How it Works:

• Select employee's current draft payroll period
• Reimbursement added as additional income
• Paid together with salary in single transfer
• Automatic status tracking through payment

Business Value:

• Zero additional bank transfers needed
• No extra transaction fees
• Convenient single payment for employees
• Automated reconciliation
• Reduce administrative workload by 60%

Best for: Regular, non-urgent reimbursements (most common use case)

Perfect for: Companies wanting to minimize transaction costs and administrative overhead

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📋 Manual Payment Processing

🔄 Coming Soon

Flexible manual transfer option with comprehensive reporting and tracking.

How it Will Work:

• Select approved reimbursement(s)
• Choose "Manual Payment" method
• Download payment report/instruction
• Execute bank transfer manually (internet banking/teller)
• Upload payment proof/receipt
• System marks as paid with proof attachment

Planned Features:

• Batch payment report generation (similar to payroll disbursement)
• Export to Excel/PDF with employee bank details
• Payment instruction template
• Upload transfer proof for audit trail
• Manual reconciliation tools
• Payment confirmation to employee

Business Value:

• Works with any bank (no API integration needed)
• Full control over payment timing
• Support banks without digital integration
• Batch processing capability
• Lower costs than automatic payment
• Fallback option if automatic fails

Best for: Special cases, non-integrated banks, or backup payment method

Perfect for: Companies wanting full control and flexibility in payment execution

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⚡ Automatic Direct Payment

🔄 Coming Soon

Instant bank transfer via payment gateway integration for urgent reimbursements.

How it Will Work:

• Select approved reimbursement
• Choose "Automatic Payment" method
• System automatically transfers to employee bank account
• Real-time status updates
• Payment completed within minutes to hours

Planned Features:

• Bank API integration (similar to payroll disbursement)
• Payment gateway support (e.g., Xendit, Midtrans)
• Automatic transfer to employee registered bank account
• Instant notification to employee
• Electronic payment receipt
• Automatic reconciliation

Business Value:

• Immediate payment for urgent needs
• No waiting for payroll cycle
• Fully automated, no manual work
• Reduce payment processing time by 90%
• Employee satisfaction (fast reimbursement)

Best for: Urgent or large reimbursements needing immediate processing

Perfect for: Companies needing flexibility for time-sensitive expense reimbursements

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🎯 Amount Validation & Policy Enforcement

Automatic validation against category limits.

Validations:

• Maximum amount per category enforced
• Receipt mandatory flag checked
• Total amount vs approved amount tracking
• Prevent over-limit claims

Business Value:

• Prevent policy violations automatically
• Consistent policy application
• Reduce manual checking work
• Clear error messages for employees

Perfect for: Companies with strict expense policies

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📋 Detailed Audit Trail

Complete history of every reimbursement action.

Tracked Information:

• Who submitted, when
• Who approved/rejected, when
• Approval remarks
• Payment processing details
• Payment method used
• All status changes

Business Value:

• Full transparency and accountability
• Support audit requirements
• Dispute resolution evidence
• Performance tracking (approval speed)

Perfect for: Companies requiring compliance and audit trails

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Key Concepts

Reimbursement Fields

Understanding each field in the reimbursement form helps ensure accurate and complete submissions.

Main Reimbursement Fields:

Field	Type	Required	Description	Validation
Code	Auto-generated	System	Unique identifier (e.g., RMB-2025-001)	Auto-generated on submit
Employee	Dropdown	Yes	Employee making the claim	Auto-selected (current user)
Category	Dropdown	Yes	Type of expense	Must be active category
Claim Date	Date	Yes	Date when expense occurred	Cannot be future date
Total Amount	Number	Yes	Total expense amount	Must = sum of all receipts
Description	Text	Yes	Detailed purpose of expense	Min 10 characters, max 500
Status	Auto	System	Current workflow status	System-managed
Remark	Text	No	Manager/Finance notes	Used during approval/rejection
Approved Amount	Number	No	Amount approved by manager	≤ Total Amount
Payment Date	Date	System	When payment executed	Auto-set on payment

Receipt Entry Fields:

Field	Type	Required	Description	Validation
Date	Date	Yes	Transaction date	Cannot be future date
Receipt Number	Text	No	Invoice/receipt reference number	Max 50 characters
Amount	Number	Yes	Expense amount for this receipt	Must be positive number
Remark	Text	No	Description of this specific expense	Max 200 characters
File	Upload	Conditional*	Receipt image/document	JPG, PNG, PDF; Max 5MB

*Required if category has "Require Receipt = Yes"

System-Generated Fields (Read-Only):

Field	Description	When Set
Created At	Timestamp of submission	On submit
Created By	Username who submitted	On submit
Updated At	Last modification timestamp	On any update
Updated By	Username who last modified	On any update

Field Relationships:

Total Amount = Sum of all Receipt Amounts
└─ Must match exactly before submission allowed

Approved Amount ≤ Total Amount
└─ Manager can approve full or partial amount

Max Amount (from Category) ≥ Total Amount
└─ System blocks if exceeded

Field Validation Rules:

Employee:

• Must be active employee
• Cannot select others (auto-selected)
• Exception: Admin can submit on behalf (if allowed)

Category:

• Must be active category
• Once receipts added, cannot change category
• Locked after submission approved

Claim Date:

• Cannot be future date
• Typically within last 90 days (policy-dependent)
• Should match receipt dates

Total Amount:

• Must be positive number
• Cannot exceed category max amount
• Must equal sum of all receipt amounts
• Format: Numbers only, system adds thousand separator

Description:

• Minimum 10 characters
• Should explain business purpose clearly
• Good example: "Taxi transportation to client meeting at PT ABC Jakarta office for project presentation"
• Bad example: "Transport" (too vague)

Receipt Amount:

• Must be positive number
• No limit per receipt (but total limited by category)
• Can have multiple small receipts
• Example: 3 receipts of Rp 50,000 + Rp 100,000 + Rp 150,000 = Total Rp 300,000

Receipt File:

• Supported: JPG, JPEG, PNG, PDF
• Max size: 5MB per file
• Clear and readable required
• All text must be visible
• If category requires receipt: At least 1 file mandatory
• Can upload multiple files (one per receipt entry)

Remark (Manager/Finance):

• Used during approval: Explanation of approval decision
• Used during rejection: Mandatory reason for rejection
• Used during processing: Payment notes or instructions
• Not editable by employee

Tips for Completing Fields:

1. Description: Be specific about business purpose, who involved, why necessary
2. Receipt Number: Include if available (helps matching with vendor records)
3. Receipt Remark: Brief note per receipt (e.g., "Taxi to office", "Lunch with client")
4. Claim Date: Use date of actual expense, not submission date
5. Total Amount: Double-check math before submitting

Reimbursement Status Lifecycle

Every reimbursement request follows this status flow:

Status	Description	Who Can Change	Next Status
Pending	Submitted, awaiting review	Manager/HR	Approved or Rejected
Approved	Manager approved, ready for payment	Finance	Scheduled, Processing, or Paid*
Rejected	Declined by manager with remarks	-	Final (Cannot change)
Scheduled	Assigned to payroll period	System (when period processed)	Processing
Processing	Payment in progress	System or Finance**	Paid
Paid	Payment completed	-	Final (Cannot change)

• Depends on payment method chosen by Finance
• Automatic changes to Paid (auto payment) or Finance marks as Paid (manual payment)

Key Points:

• Only Pending status can be edited or deleted by employee
• Approved status requires finance to choose payment method
• Rejected and Paid are final statuses
• Status progression depends on selected payment method

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Payment Methods Comparison

Choose the right payment method based on urgency and company preference:

Aspect	Via Payroll ✅	Automatic Payment 🔄	Manual Payment 🔄
Status	Available Now	Coming Soon	Coming Soon
Processing Time	Next payroll cycle (7-30 days)	Minutes to hours	Same day (if processed early)
Automation	Fully automated	Fully automated	Semi-automated
Transaction Fee	None (consolidated)	Low (per transaction)	Varies by bank
Best For	Regular claims	Urgent claims	Special cases, fallback
Amount Limit	Unlimited	Depends on gateway	Unlimited
Bank Requirement	None	API integration preferred	Any bank
Manual Work	None	None	Medium (transfer + proof upload)
Reconciliation	Automatic	Automatic	Manual
Use Case	80% of claims	15% of claims	5% of claims

Recommendation:

• Default: Use Via Payroll for most reimbursements
• Urgent: Use Automatic Payment when available (for time-sensitive needs)
• Backup: Use Manual Payment for special cases or if automatic unavailable

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Payment Method 1: Via Payroll (Available Now)

How it works:

1. Finance selects approved reimbursement
2. Chooses "Via Payroll" method
3. Selects employee's current draft payroll period
4. System adds reimbursement as additional income to period
5. Status changes to Scheduled
6. When HR processes payroll period → Status: Processing
7. When disbursement completes → Status: Paid
8. Employee receives with salary in single transfer

Benefits:

• ✅ Zero additional transaction fees
• ✅ Convenient single payment for employee
• ✅ Fully automated through payroll system
• ✅ Integrated reconciliation
• ✅ No manual work required

Limitations:

• ⏰ Must wait for next payroll cycle
• ⏰ Employee must have active draft period
• ⏰ Period must not be locked yet

Best for:

• Regular monthly expenses (transport, meals)
• Non-urgent reimbursements
• Small to medium amounts (< Rp 5M)
• Employees with regular payroll

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Payment Method 2: Automatic Payment (Coming Soon)

How it will work:

1. Finance selects approved reimbursement
2. Chooses "Automatic Payment" method
3. System retrieves employee bank details from master data
4. Initiates automatic transfer via payment gateway/bank API
5. Status changes to Processing
6. Payment gateway executes transfer
7. System receives confirmation
8. Status automatically changes to Paid
9. Employee notified via SMS/email

Planned Integration:

• 🏦 Bank API (like payroll disbursement)
• 💳 Payment Gateway (Xendit, Midtrans, etc.)
• 📱 Real-time notifications
• 🧾 Electronic receipt generation

Benefits:

• ⚡ Instant payment (minutes to hours)
• ⚡ No waiting for payroll cycle
• ⚡ Fully automated end-to-end
• ⚡ Real-time status updates
• ⚡ High employee satisfaction

Use Cases:

• 🚨 Urgent medical expenses
• 🚨 Emergency travel costs
• 🚨 Large training/certification fees
• 🚨 Critical business expenses

Best for:

• Time-sensitive reimbursements
• Large amounts needing fast processing
• Employees without current payroll period
• Special urgent requests

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Payment Method 3: Manual Payment (Coming Soon)

How it will work:

1. Finance selects approved reimbursement(s)
2. Chooses "Manual Payment" method
3. System generates payment report with:
   • Employee bank details
   • Approved amounts
   • Payment instructions
4. Finance downloads report (Excel/PDF)
5. Finance executes bank transfer manually (internet banking/teller)
6. Finance uploads payment proof/receipt
7. System marks status as Paid with proof attached
8. Employee notified of payment

Planned Features:

• 📊 Batch payment report generation
• 📋 Payment instruction templates
• 📎 Upload multiple payment proofs
• 🔍 Manual reconciliation tools
• ✅ Payment verification checklist

Benefits:

• 🏦 Works with any bank (no API needed)
• 💰 Lower/no gateway fees
• 🎯 Full control over execution timing
• 🔧 Flexible for special cases
• 🛡️ Fallback if automatic fails

Use Cases:

• 🏦 Banks without API integration
• 💳 Payment gateway temporarily down
• 🎯 Batch processing multiple reimbursements
• 🔐 High-security manual approval required
• 💼 Special payment arrangements

Best for:

• Special cases needing manual review
• Banks not integrated with system
• Batch payment processing
• Backup payment option

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Receipt Management

Each reimbursement can have multiple receipt entries.

Receipt Entry Contains:

• Date: Transaction date
• Receipt Number: Optional reference number
• Amount: Expense amount
• Remark: Description of expense
• File: Receipt image/document (JPG, PNG, PDF)

Requirements:

• Total of all receipt amounts must match reimbursement total amount
• If category requires receipt, at least one must be uploaded
• Each receipt file max 5MB
• Supported formats: JPG, JPEG, PNG, PDF

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Approval Workflow

Clear process from submission to payment:

Employee → Manager/HR → Finance → Payment
1. Employee submits request (Status: Pending)
2. Manager reviews:
  - Approve → Status: Approved
  - Reject → Status: Rejected (Final)
3. Finance chooses payment method:
  Option A: Via Payroll
  → Select draft period
  → Status: Scheduled
  → Period processed: Processing
  → Disbursement done: Paid

  Option B: Automatic Payment (Coming Soon)
  → System auto-transfers
  → Status: Processing
  → Transfer confirmed: Paid

  Option C: Manual Payment (Coming Soon)
  → Download report
  → Execute transfer manually
  → Upload proof
  → Status: Paid

Approval Considerations:

• Amount within category limit
• Valid business purpose
• Complete receipt documentation
• Compliance with company policy
• Proper expense justification

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Workflow Diagram

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Configuration

Before adding reimbursement, configure these master data settings that define reimbursement.

1. Reimbursement Category

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How to Use

How to Submit Reimbursement Request (Employee)

Purpose: Create and submit expense reimbursement claim with receipts.

Steps:

1. Navigate to Reimbursement module

2. Click "Request" button (top right, blue button)

3. Fill reimbursement form:

   • Employee: Auto-selected (current user)
   • Category: Select expense type (Transport, Medical, etc.)
   • Claim Date: Date expense occurred
   • Description: Detailed purpose (e.g., "Taxi to client meeting at PT XYZ")

4. Add receipt entries:

   • Click "Add Receipt" button
   • Date: Transaction date
   • Receipt Number: Optional invoice/receipt number
   • Amount: Expense amount for this receipt
   • Remark: Brief description
   • Upload File: Click "Choose File", select receipt image/PDF
   • Repeat for each receipt

5. Verify total amount:

   • System calculates total from all receipts
   • Must match reimbursement total amount
   • Check category maximum limit not exceeded

6. Click "Submit" button

Result:

• Status changes to Pending
• Manager/HR notified for review
• You receive confirmation message

Notes:

• Can edit/delete while status is Pending
• Cannot modify after submission approved
• Keep original physical receipts for audit

How to Review and Approve/Reject Request (Manager/HR)

Purpose: Review employee reimbursement claims and approve or reject.

Steps:

1. Navigate to Reimbursement module

2. Filter by "Pending" to see requests awaiting review

3. Select request from list (click row to select)

4. Click "Review" button (top right, blue button)

Review Modal Opens showing:

• Employee details
• Category and amount
• Description
• All receipt entries with download links
• Total amount

5. Review receipts:

   • Click receipt file names to view/download
   • Verify expenses legitimate and within policy
   • Check amounts match receipts

6. Make decision:

To Approve:

• Review Approved Amount (defaults to requested amount)
• Edit if approving partial amount
• Enter Remarks explaining approval (optional but recommended)
• Click "Approve" button

To Reject:

• Enter Remarks explaining rejection reason (mandatory)
• Click "Reject" button

Result:

• Status changes to Approved or Rejected
• Employee notified of decision
• Finance can process if approved

Approval Guidelines:

• Check amount within category limit
• Verify valid business purpose
• Confirm receipt documentation complete
• Apply company expense policy consistently

How to Process Payment via Payroll (Finance) - Available Now

Purpose: Add approved reimbursement to employee's payroll for payment with salary.

When to use: Regular, non-urgent reimbursements (most common method)

Steps:

1. Navigate to Reimbursement module

2. Filter by "Approved" to see requests ready for payment

3. Select approved request (click row)

4. Click "Process" button (top right)

Process Payment Modal Opens:

5. Payment method shown: "Via Payroll Period" (currently only available option)

6. Select employee's draft period from dropdown

   • Shows only employee's current draft payroll periods
   • Period must not be locked yet
   • If no draft period available, must create one first in Payroll Periods module

7. Review details:

   • Employee name and ID
   • Category
   • Approved amount
   • Selected period code

8. Click "Process Payment" button

What happens automatically:

• Status changes to Scheduled
• Reimbursement added to selected payroll period as additional income component
• Amount appears in employee's period calculation
• When HR processes payroll period:
  • Status auto-changes to Processing
• When Finance completes payroll disbursement:
  • Status auto-changes to Paid
  • Employee receives salary + reimbursement in single bank transfer

Result:

• Reimbursement integrated with payroll
• Employee receives payment on next salary date
• Single transaction reduces bank fees
• Automated status tracking through disbursement

Benefits:

• ✅ No additional transaction fees
• ✅ Fully automated
• ✅ Convenient for employee (single payment)
• ✅ No manual work required

Notes:

• Employee must have active draft payroll period
• Cannot process if period already locked
• Timing depends on payroll schedule
• For urgent needs, create ad-hoc period or wait for automatic payment feature

tip

Best Practice: Process approved reimbursements before finalizing payroll periods. This ensures employees receive all payments in single transfer.

How to Process Automatic Payment (Finance) - Coming Soon

Purpose: Transfer approved reimbursement instantly via payment gateway.

When to use: Urgent reimbursements needing immediate payment

Planned Steps:

1. Navigate to Reimbursement module

2. Filter by "Approved"

3. Select approved request

4. Click "Process" button

5. Select "Automatic Payment" method

6. Review payment details:

   • Employee bank account (from master data)
   • Approved amount
   • Payment gateway to use

7. Click "Execute Payment" button

What will happen automatically:

• System initiates transfer via payment gateway/bank API
• Status changes to Processing
• Payment gateway executes transfer
• System receives confirmation (within minutes to hours)
• Status automatically changes to Paid
• Employee receives SMS/email notification
• Electronic receipt generated

Planned Benefits:

• ⚡ Instant payment (no waiting for payroll)
• ⚡ Fully automated end-to-end
• ⚡ Real-time status updates
• ⚡ High employee satisfaction

Planned Use Cases:

• 🚨 Urgent medical expenses
• 🚨 Emergency travel costs
• 🚨 Large training fees needing fast payment
• 🚨 Employees without current payroll period

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Feature Status: Coming Soon

This feature is currently under development. Once available, it will provide instant reimbursement payments for urgent needs.

How to Process Manual Payment (Finance) - Coming Soon

Purpose: Execute reimbursement payment manually with full control and tracking.

When to use: Special cases, banks without API integration, or backup method

Planned Steps:

1. Navigate to Reimbursement module

2. Filter by "Approved"

3. Select one or multiple approved requests

4. Click "Process" button

5. Select "Manual Payment" method

6. Click "Generate Payment Report"

   • System creates Excel/PDF with:
     • Employee bank details
     • Approved amounts
     • Payment instructions

7. Download payment report

8. Execute bank transfer manually:

   • Use internet banking or bank teller
   • Transfer approved amount to employee bank account
   • Save transfer receipt/confirmation

9. Return to system:

   • Click "Upload Payment Proof" button
   • Attach transfer receipt image/PDF
   • Add payment date and reference number

10. Click "Mark as Paid"

What will happen:

• Status changes to Paid
• Payment proof attached to reimbursement record
• Employee notified of payment
• Audit trail recorded

Planned Benefits:

• 🏦 Works with any bank (no API needed)
• 💰 Lower/no gateway fees
• 🎯 Full control over timing
• 📊 Batch processing capability
• 🛡️ Fallback if automatic unavailable

Planned Use Cases:

• 🏦 Banks without digital integration
• 💳 Payment gateway temporarily down
• 🎯 Batch processing multiple reimbursements
• 🔐 High-value payments needing manual verification

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Feature Status: Coming Soon

This feature will be available after automatic payment implementation. It provides flexibility for special cases and backup scenarios.

How to Edit Reimbursement Request (Employee)

Requirement: Request must be in Pending status only

Steps:

1. Navigate to Reimbursement module

2. Find your request (filter by your name if needed)

3. Right-click on request row

4. Select "Update" from context menu

OR

3. Click request row to select

4. Click Edit icon in Action column

Edit Form Opens:

5. Modify fields as needed:

   • Category (cannot change if receipts uploaded)
   • Claim date
   • Description
   • Receipt entries (add, edit, delete)

6. Click "Update" button

Result:

• Changes saved
• Still in Pending status
• Manager sees updated request

Limitations:

• Can only edit Pending requests
• Cannot edit Approved, Rejected, Scheduled, Processing, or Paid requests
• If need to change approved request, must contact manager/finance

How to Delete Reimbursement Request (Employee)

Requirement: Request must be in Pending status only

Steps:

1. Navigate to Reimbursement module

2. Find your request

3. Right-click on request row

4. Select "Delete" from context menu

OR

3. Click request row to select

4. Click Delete icon in Action column

5. Confirm deletion in dialog

Result:

• Request permanently deleted
• Cannot be recovered
• Must submit new request if needed

Limitations:

• Can only delete Pending requests
• Cannot delete Approved, Rejected, Scheduled, Processing, or Paid
• If need to cancel approved request, contact manager/finance

How to Download Receipts

Purpose: View or download receipt documents attached to reimbursement.

Steps:

1. Navigate to Reimbursement module

2. Click request row to expand detail panel

Detail Panel Shows:

• All receipt entries in table
• File name, size, type
• Download button per receipt

3. Click Download button next to receipt file name

Result:

• File downloads to your computer
• View or print as needed

Alternative Method:

1. Right-click request row

2. Select "Preview"

3. In preview modal, click receipt file names to download

Uses:

• Verify expense documentation
• Print for physical filing
• Share with auditors
• Personal record keeping

How to Check Payment Status and Method

Purpose: Track when and how reimbursement will be paid.

Steps:

1. Navigate to Reimbursement module

2. Find your request

3. Check Status column:

Status Meanings:

• Pending: Awaiting manager review
• Approved: Manager approved, waiting for finance to choose payment method
• Scheduled: Added to payroll period, will be paid with salary
• Processing: Payment being executed
• Paid: Money transferred to your account

To identify payment method:

If Scheduled:

• Payment method: Via Payroll
• Check payroll period it's assigned to
• Payment date = that period's salary date
• Will receive with salary in single transfer

If Processing (from Approved directly):

• Payment method: Automatic Payment (when available)
• Instant transfer in progress
• Should receive within hours

If Processing (after manual selection):

• Payment method: Manual Payment (when available)
• Finance executing manual transfer
• Check with finance for timing

If Paid:

• Check your bank account
• May take 1-2 days for inter-bank transfer
• Check payslip if via payroll
• Download payment receipt if available

Payment timeline examples:

Via Payroll (Current):

• Approved: Jan 15
• Processed: Jan 20 (Finance adds to period)
• Status: Scheduled
• Period processed: Jan 28
• Status: Processing
• Disbursed: Jan 31
• Status: Paid, receive with salary

Automatic Payment (Coming Soon):

• Approved: Jan 15
• Processed: Jan 15 (Finance executes)
• Status: Processing
• Transfer confirmed: Jan 15 (within hours)
• Status: Paid, receive instantly

Manual Payment (Coming Soon):

• Approved: Jan 15
• Processed: Jan 15 (Finance generates report)
• Finance executes: Jan 16
• Finance uploads proof: Jan 16
• Status: Paid

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FAQ

Can I edit reimbursement after submitting?

Yes, but only while status is Pending.

Once approved or rejected, cannot edit.

To edit Pending request:

• Right-click request → Update
• Modify fields
• Click Update

If already approved: Contact manager/finance to reject, then resubmit.

What if I forget to upload receipt?

Depends on category configuration:

If category requires receipt:

• System blocks submission without receipt
• Must upload before submitting

If category doesn't require receipt:

• Can submit without receipt
• But recommended to upload for documentation

After submission:

• If Pending: Edit request, add receipt
• If Approved: Cannot add, but keep for audit

Which payment method should I expect?

Currently (Available Now):

• All reimbursements paid via Payroll integration
• Added to your next salary payment
• Receive in single transfer with salary

Coming Soon: Finance will choose based on urgency:

Via Payroll (Default for most)

• Regular, non-urgent claims
• Standard processing time
• No extra fees

Automatic Payment (For urgent needs)

• Urgent expenses needing fast payment
• Instant transfer (when available)
• Small gateway fee may apply

Manual Payment (For special cases)

• Special situations
• Backup method
• Bank without API integration

As employee, you cannot choose method - Finance decides based on company policy and urgency.

How long until I receive payment?

Current timing (Via Payroll only):

• Depends on payroll schedule
• Typically 7-30 days from approval
• Paid on next salary date

Example timeline:

• Submit: Jan 5
• Approved: Jan 10
• Processed: Jan 15
• Paid: Jan 31 (with salary)

Future timing (when other methods available):

Via Payroll: 7-30 days (with salary) Automatic Payment: Minutes to hours (instant) Manual Payment: 1-3 days (depends on finance execution)

To get faster payment:

• Submit early in payroll cycle
• Ensure documentation complete (faster approval)
• Mark as urgent if truly time-sensitive (for automatic payment when available)
• Follow up with manager for quick approval

What if approved amount less than requested?

Manager can approve partial amount.

Reasons:

• Some expenses not covered by policy
• Amount exceeds reasonable limit
• Missing receipts for some items

What to do:

• Check manager remarks for explanation
• Accept partial approval
• Submit new request for remaining valid expenses
• Discuss with manager if you disagree

Status: Still marked Approved, finance processes approved amount only.

Payment: You'll receive only the approved amount, not requested amount.

Can I submit multiple reimbursements at once?

No, one at a time.

Best practice:

• Submit separate request per event/trip
• Example: Don't combine January + February medical
• Better: Separate requests per month

Why separate:

• Easier to track per expense type
• Clearer approval documentation
• Simpler reconciliation
• Better audit trail

For multiple expenses same day:

• Can add multiple receipts to single request
• Example: Taxi + parking + toll same business trip

What happens if I lose original receipt?

Digital copy in system is sufficient.

But recommended:

• Keep physical receipts for audit period (typically 5 years)
• Scan/photo all receipts for backup
• Store organized by month/category

If lost before upload:

• Contact vendor for duplicate receipt
• If impossible, explain in remarks
• Submit statutory declaration if allowed by company
• May get rejected without proof

System uploaded receipts:

• Stored securely with backup
• Accessible anytime
• Sufficient for most audit purposes

Can manager approve their own reimbursement?

No, conflict of interest.

Proper workflow:

• Manager submits like regular employee
• Higher-level manager or finance approves
• Maintains independence and control

System can enforce:

• Role-based approval routing
• Auto-assign to correct approver
• Flag self-approval attempts

Contact admin if approval hierarchy unclear.

What file formats supported for receipts?

Supported formats:

• Images: JPG, JPEG, PNG
• Documents: PDF

File requirements:

• Max size: 5MB per file
• Clear, readable quality
• All text visible

Best practices:

• PDF preferred for documents
• JPG/PNG for photos
• Crop unnecessary white space
• Ensure good lighting (for photos)
• Compress if file too large

Not supported: HEIC, BMP, TIF, DOC, XLS

Is there limit on reimbursement amount?

Yes, per category.

Limits set in Reimbursement Category configuration:

• Transport: e.g., Rp 2,000,000 per request
• Medical: e.g., Rp 5,000,000 per request
• Meal: e.g., Rp 500,000 per request
• etc.

System enforces limits:

• Cannot submit exceeding category max
• Shows error if over limit
• Must split into multiple requests

If legitimately exceed limit:

• Contact manager before submitting
• May need special approval
• Split across periods if possible
• Document business justification

View limits:

• Shown in form when select category
• Check with HR for policy document

What if reimbursement rejected?

Status changes to Rejected (final).

Steps to take:

1. Read rejection remarks carefully

2. Understand rejection reason:

   • Not covered by policy
   • Insufficient documentation
   • Exceeds limit
   • Invalid business purpose

3. Options:

   • Accept rejection (if valid)
   • Discuss with manager (if unclear)
   • Submit new corrected request (if fixable)

Cannot:

• Edit rejected request
• Reopen for review
• Must create new request

To avoid rejection:

• Review company policy before submitting
• Provide complete receipts
• Clear business justification
• Discuss with manager if unsure

Can I cancel reimbursement after approval?

Difficult after approval, depends on status.

If status Approved (not yet processed):

• Contact finance before they process payment
• Finance can manually change back to Pending or Reject
• Submit cancellation request in writing
• May need manager approval to cancel

If status Scheduled:

• Contact finance immediately
• May be able to remove from payroll period if not locked
• Depends on period processing status

If status Processing:

• Very difficult to cancel
• Contact finance urgently
• May need to wait and refund after receiving

If status Paid:

• Cannot cancel
• Must return money if mistaken claim
• Submit reverse transaction
• May have consequences

Best practice: Double-check before submitting!

What if I don't have draft payroll period?

Finance cannot process via payroll without draft period.

Why this happens:

• Your period already finalized
• No period created for current month yet
• You're new employee without initial period

Solutions:

1. Ask HR to create period:

   • HR creates draft period for you in Payroll Periods module
   • Finance can then process reimbursement via payroll

2. Wait for next period:

   • HR creates next month's period
   • Reimbursement added to that period

3. Request urgent payment:

   • When automatic payment available, finance can use that method
   • Currently: HR creates ad-hoc period for urgent needs

Prevention:

• HR should maintain draft periods for all active employees
• Check with HR if your period missing

Can Finance process multiple reimbursements at once?

Current status:

• Via Payroll: One at a time per employee
• Can process multiple employees' reimbursements to same period

Coming soon: Manual Payment method will support batch processing:

• Select multiple approved reimbursements
• Generate single payment report with all
• Execute multiple transfers
• Upload all proofs at once
• More efficient for large volumes

Best practice now:

• Process all approved reimbursements for period before locking
• Add all employee reimbursements to their respective draft periods
• Single payroll disbursement pays all

What happens if payment fails?

Current (Via Payroll):

• Very rare since integrated with payroll disbursement
• If entire payroll disbursement fails:
  • HR/Finance retries
  • Status remains Processing until successful
  • All payments (salary + reimbursement) retry together

Future (Automatic Payment): Planned handling:

• Payment gateway returns failure notification
• Status reverts to Approved
• System logs failure reason
• Finance notified to retry or use alternate method
• Can switch to manual payment if needed

Future (Manual Payment):

• Finance identifies failed transfer
• Updates status accordingly
• Re-executes transfer
• Updates payment proof

Your action:

• If status stuck in Processing for >3 days, contact finance
• Check with finance for specific issue
• May need to update bank details if account issue

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