Users with the appropriate access rights can approve or reject employee claim applications through the Claim Transaction page. This is useful when processing claims on behalf of the designated claim approver or when administrative intervention is required.  Steps to Approve a Claim Application: Go to Human Resources > Claim Management. Go to Claim Transaction. Filter by Employee, Claim Type and Year, then click Search. Locate the claim application and click the tick icon. Enter a Remark and click Approve. The claim application will be successfully approved. Steps to Reject a Claim Application: At the Claim Management page, go to Claim Transaction. Locate the claim application and click the cross icon. Enter a Remark and click Reject. The claim application will be successfully rejected.

Users can cancel an approved claim application through the Claim Transaction page. Once cancelled, the claim status will be updated to Rejected, and the claim will no longer be included in claim processing or payroll reimbursement.  Steps to Cancel E-Claim: Go to Human Resource > Claim Management. Go to Claim Transaction. Filter by Employee, Claim Type and Year, then click Search. Locate the approved claim application and click the cross icon. Enter the Remark and click Reject. The status of the cancelled claim application will be updated to rejected.

The Claim Transaction page allows users to review the status of claim applications, including approval outcomes and action remarks entered by approvers. This helps users verify the claim approval history and ensure claims have been processed correctly.  Steps to View Claim Approval Status: Go to Human Resource > Claim Management. Go to Claim Transaction. Filter by Employee, Claim Type and Year, then click Search. Click the column chooser icon next to the search bar. Enable Action Remark. The Action Remark column will be displayed in the claim list.

A Claim Entitlement Group allows employers to assign claim types and claim limits to employees based on company policy and eligibility criteria. This ensures employees can only submit claims that they are entitled to and within the defined limits.  Steps to Create a New Claim Entitlement: Go to Tools > Entitlement Group.  Click Add New. Enter the Title of the entitlement group and ensure the Is Active option is enabled. Go to the Claim Type tab. Click Add Detail. Enter the details: Claim Type – Select the claim type (e.g., Medical Claim). Yearly Limit – Enter the maximum claim amount per year. Monthly Limit – Enter the maximum claim amount per month. Per Visit Limit – Enter the maximum claim amount per submission. BF Amount – Enter the carry forward claim balance (if applicable) Scroll down to Users in this Entitlement Group field. Tick the users entitled to the group. Click Save. The entitlement group is created. ℹ️ Note: Refer to Leave Entitlement for leave-related entitlements and Create Entitlement Group via Copy From if you wish to duplicate an existing entitlement group instead of creating a new one from scratch. 

Before configuring claim entitlements, you must first enable Limited for the relevant claim type. This allows the system to enforce entitlement limits such as yearly, monthly, per-visit, and carry-forward claim limits defined in the entitlement group. Steps to Limit Claim: Go to Tools > Classifications. Go to Claim Type. Locate the Claim Type and click the pencil icon. Enable the Limited option.  Click Save.

Claim Closing is a year-end process used to carry forward eligible claim balances from the current year to the next year. It ensures that unused claim entitlements are transferred according to the carry-forward rules defined in the employees' entitlement groups. Before performing Claim Closing, all pending claim applications must be processed to ensure accurate claim balances. Steps to Maintain Claim Closing: Go to Tools > Year-End Management. Go to Claim Closing. Click + Add New. Enter the Year and Description. Review the list of pending claim requests. All pending claim applications must be approved or rejected before Claim Closing can proceed.  Click Continue to carry forward. Review the claim cut-off information: Yearly Limit – Total claim entitlement allocated to employees for the year. Max BF – Maximum claim balance that can be carried forward to the following year. Approved Amount – Total claim amount approved for employees during the current year. Click Confirm & Save. Click Yes to review the information again, or No to proceed. Click Yes to confirm and complete the process. The claim closing will be created. Click the lock icon to commit the Claim Closing. ℹ️ Note: Click the vertical ellipsis icon (⋮) and select Toggle Word Wrapping to wrap the details in the column.

Users can set a default claim payroll type to define how employee e-claim submissions will be processed in payroll. This setting determines which payroll run the claims will be included in. The options includes: Month End – Claims are processed together with salary or second half payroll. First Half – Claims are processed with the first half payroll. Claim – Claims are processed separately in an individual payroll run, independent of salary payroll. Steps to Set Default Claim Payroll Type: Go to Tools > Company Profile. Go to Basic Information.  Select First Half, Month End or Claim at Claim Payroll Type field. Click Save changes.

This section allows employers to define the categories of claim employees can apply for based on company policies and entitlement rules. The system provides default claim types, including Medical Claim, Mileage Claim, Parking Claim and Toll Claim, which can be customised as needed. Steps to Create a New Claim Type: Go to Tools > Classification. Go to the Claim Type tab. Click Add New. Enter the following details: Code – Enter a code for the claim type. Description – Enter the remark of the claim type. Is Active – Ensure the box is ticked to use the claim type. Limited – Check the box if the claim amount is limited. Attachment Required – Check the box to require an attachment upon submission. An error message will appear upon submission if employees submit the claim without an attachment. Click Add Field to create custom fields for the claim type. Title – Enter the title of the field.  Field Type – Select the type of data to be captured:  Date – Date format (dd/mm/yyyy). Number – Numeric values only. String – Text input (letters, numbers, or both). Boolean – True/False selection. Required – Tick this option if the field must be completed during submission. Default Value – Set a pre-filled value for the field (if applicable). Amount (Formula) – Used to calculate values automatically during submission. Only applicable for Number field type.  Click Formula. Enter the formula at the column. Click Close. 6. Click Save. ℹ️ Tip: Use the pencil icon to edit. Use the trash bin icon to delete.

The Claim Approval History feature allows users to review the approval history of claim applications. This helps administrators and HR personnel track approval actions, review approver decisions, and maintain an audit trail of claim requests. Steps to View Approval History: Go to Human Resources > Claim Approval History. Define the filters if required: Employee Status Year ℹ️ Note: Leave the filters blank to view approval history for all employees and claim types. Click Search to load the records. Locate the claim request you wish to review. The claim approval history will be displayed accordingly.

This guide explains how to configure a Distance Claim Type and how employees can use it to calculate mileage from Point A to Point B to automatically calculate the claim amount based on the configured formula. Note: The Distance Claim feature is currently available on the Web version only. It is not yet available on the mobile App. 1. Set Up the Distance Claim Type Tools > Classifications > Claim Type Click Add New or edit an existing claim type. Claim Type Details Configure the claim type as follows: Field Description Code Enter the claim code, e.g. Mileage Claim-Map Description Enter the claim description, e.g. Mileage Claim-Map Is Active Enable to make the claim type available Limited Enable if the claim is subject to a limit Attachment Required Enable if supporting documents are required 2. Add Distance Custom Field Under Custom Fields, click Add Field. Create the following fields: i. Date Title: Date Field Type: Date Required: Enable if the date is mandatory ii. Distance Title: Distance Field Type: Distance (km, from …) Required: Enable if the mileage is mandatory The Distance field allows the employee to select two locations and automatically calculate the distance between them. The distance is calculated based on Point A and Point B selected by the employee. 3. Configure the Claim Amount Formula Under Amount (Formula), click Edit Formula to open the Formula Editor. Enter the formula to determine the claim amount based on the mileage. For example, if the reimbursement rate is RM0.50 per km, configure the formula as: For example: Value (Claim Type) × 0.50 4. Assign the Distance Claim to the Entitlement Group Before employees can submit a Distance Claim, the claim type must first be added to the employee's Entitlement Group. Tools > Entitlement Group Select the relevant Entitlement Group. Go to the Claim Type tab. Click Add Detail. Select the Mileage Claim Map – Distance claim type. Configure the applicable claim limits (if applicable) Ensure the relevant employees are assigned to this Entitlement Group. Click Save. 5. Employee – Submit a Distance Claim After the Distance Claim Type has been configured, employees can submit a claim through the Submit Claim page. Step 1 – Select the Distance Claim Type Add a new claim and select: Mileage Claim-Map – Mileage Claim-Map  Enter the required claim information, such as the Date. Step 2 – Select Point A and Point B Click the Mileage Claim-Map field and employee can select the locations using the following options: Pick on map – Select the location directly from the map Search for a place – Search for an address or location Use my location – Use the employee's current location Click Pick on map for Point A and select the starting location. Click Pick on map for Point B and select the destination. For example: Point A: Office Point B: Customer's Office The system will calculate the distance between the two selected locations. Step 3 - Review the Calculated Mileage Once both locations have been selected, the system calculates the distance automatically. For example: Point A → Point B = 22.00 km Click Done to return to the claim. The calculated mileage will be populated into the Distance field. The claim amount will be calculated automatically using the formula configured in the Distance Claim Type. For example: Mileage: 22.00 km Mileage Rate: RM0.50/km Claim Amount: 22.00 × RM0.50 = RM11.00 Note: Employees can manually modify the calculated mileage if the actual travel distance differs from the system-calculated distance. The approver will be able to review the adjusted mileage before approval. Step 4 – Submit the Claim After completing the claim details and verifying the mileage and calculated claim amount, click Submit for Approval. The claim will then be submitted and proceed through the configured approval workflow. By ChenOng 260908