Reimbursements:

The Reimbursement module in Pletox is used when an employee incurs official expenses from their own pocket and requests reimbursement from the company.

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

• Start Date

• End Date

• Employee

• Company

• Department

• Location

• Group

• Category

• Has Contractor

• 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 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

• Employee Name

• Amount

• Referral Number

• Description

• Receipt

Then click Submit to raise the request. If the reimbursement is related to petrol expenses, the user must:

1. Tick the Petrol Bills checkbox

2. Enter the following details:

• Date

• Employee Name

• Trip Distance

• Fuel Rate (Decide by the admins )

• Amount

• Referral Number

• Description

• Receipt

Click Submit

Reimbursement Report Columns:

The Reimbursement list displays the following columns:

• Serial Number

• Date

• Employee ID

• Employee Name

• Amount

• Status (Pending / Approved / Rejected)

• Description

• Receipt

• Referral Number

• Action

Reimbursement Actions:

Edit : The Edit button allows users to modify reimbursement details if required.

Delete:

button is used to remove a reimbursement request from the system. 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

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)