HR can create Reimbursement types in Timelabs Payroll for Tour, Mobile Travel etc. for the employees. Follow the steps below to do the same:
Step 1: Go to Salary Structure Menu and from here click on Reimbursement Head option:
Step 2 : From next screen click on Add New button:
Step 3: Now provide the required details on next page and save new Reimbursement Head.
Reimbursement Detail: -
Reimbursement Code - Enter a Code for Reimbursement.
Reimbursement Name- Enter Reimbursement Name here.
TDS Reference Type - If there is any TDS deduction on this reimbursement head then reference type needs to be mapped here.
Calculate On: -
Max Limit Type : HR can provide reimbursement to the employee in two ways. One is monthly and the other is yearly.
Max Amount - Enter max limit of Reimbursement amount based on Max Limit type set above.
Settings:
Only one claim can be submitted in a month:
Employee can submit claim once in a month only if this is enabled.
Restrict Claim Sanction/Approved amount Max Limit:
HR can not sanction or approve claim amount more then max limit specified.
Restrict reimbursement Bill Sanction/Approved Amount on Bill Amount:
HR can not sanction or approve reimbursement amount to more then bill amount.
Mandatory to upload proofs for reimbursement bills:
If enabled it will ask for a document proof while adding a reimbursement bill.
Payment Mode : Select desired payment mode i.e. Cash, Cheque, NEFT, Bank Transfer.
After providing all the details 'Save' Reimbursement Type. Once saved, it will show in the list below:
Step 4 : Once all the reimbursement heads are created HR needs to allot those Reimbursement Heads to his employees. To do the same click on Pre-Process Menu - Reimbursement Allotment:
Step 5 : On next page, click on 'New Allotment' tab, select Reimbursement type, Employees and enter a WEF date. Now at last click on 'Allot' button.
After allotting Reimbursement type, Employee name will be removed from here and then it will start showing under 'Already Allotted' tab. HR can De-activate and De-allot Reimbursement from 'Already Allotted' tab.
Reimbursement Bill / Claims: -
Step 6 : After allotting Reimbursement Type, Payroll user can add bills and create claims for those employees. Click on Pre-process Menu - Reimbursement Bill. Here select employee and click on Add New Bill button:
Step7 : Provide new bill information in below screen.
Select Reimbursement type here and fill up all other details and at last Save the same. The new bill will start appearing under Bill list below:
Build Claim
Step 8 : After adding all the bills, HR needs to build a claim for the reimbursement. Click on 'Build Claim' button which will show you below screen:
Select the bills for which you wish to build a claim, and click on 'Build Claim' button. Once claim is build/saved it will be listed under 'Claim Details' tab.
Note: - All the claims submitted by Employees from their ESS portal are listed under 'Submitted/Rejected Claims' tab on above screen. HR user can approve and reject employee's claim here. Read this to know "How employee can Submit Reimbursements in ESS".
Reimbursement Payouts: -
Step 8 : Payroll user can payout Reimbursement claims here. After creating reimbursement claim or approving claims submitted by ESS users, Payroll Manager needs to process for Reimbursement payout here.
Here after selecting Branch, Department, Month etc select Payout Issue Mode. It will show all 'Pending Payouts'. Select Employees from the list below and click on Issue button shown on right side.
Step 9 : After issuing Reimbursement claim it will show under 'Payouts' tab. Here Payroll User can print the voucher as well.
