Overview
The e-Claim module allows employees to submit expense claims digitally, approvers to review and approve or reject them, and HR administrators to configure claim types, manage transactions, and process approved claims through payroll.
This guide covers the e-claim setting workflow from create claim type to process payroll and employee submission and approver flow.
User Roles
Role Responsibilities
Role | Responsibilities |
Employee | Submit and track claim requests, view claim balance, upload supporting documents. |
Approver | Review, approve, or reject claims submitted by employees. May amend approved amounts. |
Admin / HR | Configure claim types and entitlements, set up approval workflows, manage transactions, process payroll, perform yearly claim closing, and generate reports. |
Claim Status Lifecycle
A claim moves through the following statuses during its lifecycle:
Main Flow: Draft > Submitted > Pending Approval > Approved > Payroll Processing > Paid
Rejection: Pending Approval > Rejected (employee may re-submit a new claim)
Cancellation: Draft > Cancelled (only while claim is still in Draft status)
Removed from Payroll: Approved > Rejected (if HR removes the claim from Pre-Planned Items)
Claim Balance = Brought Forward (BF) Amount + Current Year Entitlement − Approved Amount
Validation Rules
The system enforces the following validation rules across the claim workflow:
# | Rule |
1 | Claim amount is mandatory. |
2 | Each claim type can only appear once per claim request. |
3 | Attachment is mandatory if configured for that claim type. |
4 | Claim amount must not exceed the configured yearly, monthly, or per visit limit. |
5 | Attachment total size must not exceed 3 MB per claim request. |
6 | Claims cannot be submitted for a closed year. |
Common Scenarios
The following describes common scenarios and how the system handles them:
Scenario | What Happens | What to Do |
Claim exceeds yearly limit | Submission is blocked. | Reduce the amount or contact HR to review your entitlement. |
Missing mandatory attachment | Submission is blocked. | Upload the required attachment and try again. |
Missing required fields | Submission is blocked. | Fill in all required fields and try again. |
Approver rejects your claim | Status changes to Rejected. You receive a notification. | Review the rejection remarks, correct the claim, and submit a new request. |
HR removes claim from Pre-Planned Items | Claim status changes to Rejected. | Contact HR for clarification. Submit a new claim if needed. |
Claim type becomes inactive | Existing claim entries for this type are hidden. | Contact HR if you need to submit this type of claim. |
Yearly claim closing completed | No claims can be submitted for the closed year. | Submit claims for the current or future open years. |