# Reimbursements
After approval, the reimbursed amount can be **paid through salary or in cash**, depending on the selected mode of payment.
This module ensures transparent expense tracking, approval control, and accurate payroll integration.
### Access & Navigation:
At the top of the Reimbursement screen, the following buttons are available **based on user access**:
* **Myself** – View own reimbursement requests
* **My Team** – View team members’ reimbursement requests (for managers)
* **Filters** – Apply filters to search reimbursement data\
Available Filters:
* **Search** – Allows keyword-based search to quickly find records.
* **Start Date** – Filters records from the selected start date.
* **End Date** – Filters records up to the selected end date.
* **Employee** – Filters data for a specific employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters employees by department.
* **Location** – Filters records by work location.
* **Group** – Filters records based on employee group.
* **Category** – Filters employees by category.
* **Has Contractor** – Filters records to show contractor or non-contractor employees.
* **Clear** – Clears all applied filters and resets the reimbursement list
These filters help in quickly locating reimbursement requests based on employee, date range, organizational structure, or employment type.
**Resigned Employee Filter (Reimbursement):**
The Reimbursement module includes a **Resigned toggle** to view reimbursement records of employees who have resigned.
* The **Resigned toggle** becomes visible after clicking on the **Filter** option.
* When the **Resigned toggle is enabled**, the reimbursement list displays **only resigned employees’ reimbursement entries**.
* When the toggle is disabled, the report shows reimbursement records of **active employees** by default.
* **Export** – Export reimbursement data
* **Add Reimbursement** – Apply for a new reimbursement request
* **Access Control:**\
**Super Admin** has full access, including approval\
**Employees** can view, Creat, edit, or delete reimbursements based on permissions.\
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**Managers** can view their team’s reimbursement requests if enabled
### Add Reimbursement:
Clicking **Add Reimbursement** opens a dialog box to submit a reimbursement request. fields opens:
* **Date** – The date on which the transaction or expense is recorded.
* **Employee Name** – The name of the employee associated with the record.
* **Amount** – The monetary amount involved in the transaction.
* **Referral Number** – A reference or tracking number used for identification.
* **Description** – Brief details explaining the purpose of the entry.
* **Receipt** – An uploaded proof document (bill or invoice) related to the amount.
Then click **Submit** to raise the request.\
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**If the reimbursement is related to petrol expenses, the user must:**
* **Tick the Petrol Bills checkbox**\
Select this option to add a petrol/fuel expense claim.
* **Fill in the required details:**
* **Date** – Select the date of the travel.
* **Employee Name** – Choose the employee for whom the expense is being submitted.
* **Trip Distance** – Enter the total distance traveled (in km).
* **Fuel Rate** – Rate per km or per unit, predefined by the admin.
* **Amount** – Total fuel expense amount (auto-calculated or entered as per system).
* **Referral Number** – Enter the reference or bill number, if available.
* **Description** – Add a short note explaining the trip or expense.
* **Receipt** – Upload the petrol bill or receipt as proof.
* **Click Submit**\
Submit the petrol bill claim for approval.
### Reimbursement Report Columns:
The Reimbursement list displays the following columns:
**Reimbursement Actions:**
**Edit :**\
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The **Edit** button allows users to modify reimbursement details if required.
**Delete:**
button is used to **remove a reimbursement request** from the system.\
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**View:**
Clicking **View** allows the user to see detailed reimbursement information, including:
* Mode of Payment (Cash / Salary)
* Type (Credit / Debit)
* Amount
* Referral Number
**Action buttons available:**
* Edit
* Delete
**Edit:**
In **Edit**, users can update:
* Date
* Amount
* Mode of Payment
After making changes, click **Update**.
#### Add Transaction:
At the top of the View screen, an **Add Transaction** button is available.
Clicking this opens a dialog box to enter:
* Date
* Amount
* Referral Number
* Mode of Payment
Click **Add** to save the transaction.
### Approval Workflow
1. Employee submits a reimbursement request
2. Status is set to **Pending**
3. **Super Admin / Admin** reviews:
* Receipt
* Description
* Amount
4. The request is **Approved or Rejected**
5. Status updates accordingly:
* Pending → Approved
* Pending → Rejected
Approved reimbursements are then paid either:
* Through **salary**, or
* As **cash payment**, based on the selected mode
### Reimbursement Permissions
Reimbursement access is configured from:
**Settings → Organization → Employee → Edit → Permission Tab → Payroll → Reimbursement**\
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**Save** the given permission
#### Available Permission Toggles:
* View (Myself)
* View (My Team)
* View (My All)
* Create
* Edit
* Delete
* Can Approve
* **Permission Rules:**
* **Super Admin / Admin**: Can Approve (toggle enabled)
* **Employee**: View Myself, Create, Edit, Delete (based on access)
**Manager**: View My Team (if enabled)
### Notification to Super Admin
* As soon as a reimbursement request is raised, a **notification is sent to the Super Admin’s Inbox**.
* The notification ensures that reimbursement requests are **not missed or delayed**.
### Inbox Review:
From the Inbox, the Super Admin can:
* Open the reimbursement request
* View **all submitted details**, including:
* Employee name and ID
* AmounDate and description
* Uploaded bills or documents (if any)
### Approval or Rejection
After reviewing the request, the Super Admin can take one of the following actions:
* **Approve**\
The reimbursement request is approved and its moved forward for payroll or payout processing.
* **Decline**\
The reimbursement request is rejected if details are incorrect or policy conditions are not met.
