Reimbursements: claims, approvals, payout
How employees submit expense claims, how approvers process them, and how approved claims reach payout — mid-month or with salary.
Submitting a claim (employees)
- Reimbursements → New Claim: pick a category, enter the amount, attach the receipt (PDF or photo).
- Category policies validate caps and required fields at submission, not after.
- Track status in real time; rejected claims can be corrected and resubmitted with history preserved.
Approving (managers/admins)
- Claims route through your configured chain (e.g., manager → finance).
- Approvers see the receipt, policy check results, and the claimant's recent claim history in one view.
- Bulk approval is available — including via VipraBot: “approve all pending travel claims under ₹2,000”.
Payout
- Approved claims either join the next payroll run or process mid-month per policy.
- Mid-month cancellation and adjustment flows handle edge cases without manual ledger fixes.
- Every state change is audit-logged for finance review.
Tips
- Set category caps slightly above your historical P90 — catches outliers without bouncing routine claims.
FAQ
- What file types are accepted for receipts?
- PDF, JPG, PNG, and WebP, up to 10 MB — validated by file type and content.
- Can a rejected claim be fixed?
- Yes — the resubmission flow lets the employee correct and resubmit; approvers see both versions.