Reimbursement Approval Workflow

The reimbursement approval workflow in CloudHR allows administrators and HR to review, approve, or reject employee expense claims before they are processed in payroll.

This ensures that all reimbursements are verified, compliant, and accurate before payout.

Navigate to: Payroll → Settings → Reimbursements Claims

Reimbursement Claim Statuses

Each reimbursement claim moves through the following states:

Status	Meaning
Pending	The claim has been submitted and is waiting for review
Approved	The claim has been approved and will be included in payroll
Rejected	The claim has been declined and will not be paid

Who Can Approve Claims

Users can approve or reject claims if they:

• Have Admin or HR role

Other users can only view claims.

Viewing a Reimbursement Claim

Click the View (👁) icon in the claims table to open the claim detail panel.

Claim Details

The panel displays:

• Employee name (if applicable)
• Reimbursement component
• Month of claim
• Claimed amount
• Approved amount (if already processed)
• Current status
• Approver name (after approval)
• Remarks (if provided)

Proof Document

If a proof document is uploaded:

• You can download it directly from the panel
• Supported file types:
  • PDF
  • Images (JPG, PNG, etc.)

If no proof is uploaded, the system displays No proof available.

Approving a Claim

When a claim is in Pending status, approvers can approve it.

Steps to Approve

1. Open the claim
2. Enter the Approved Amount
3. Optionally add Remarks
4. Click Approve

Partial Approval

You can approve less than the claimed amount.

When this happens:

• The system shows a partial approval warning
• The employee receives only the approved amount
• The difference is not paid

Rejecting a Claim

To reject a claim:

1. Click Reject
2. Enter a reason (remarks)
3. Confirm rejection

Once rejected:

• The claim status becomes Rejected
• It will not be included in payroll

Remarks

Remarks can be added during:

• Approval → explanation for partial/full approval
• Rejection → reason for denial

Remarks are visible in the claim details for transparency.

Claim Table Overview

The reimbursement claims table includes:

Column	Description
Employee Name	Claim owner
Component	Reimbursement type
Claimed Amount	Original requested amount
Approved Amount	Final approved amount
Status	Pending / Approved / Rejected
Month	Claim period
Actions	View claim details

What Happens After Approval

Once a claim is approved:

• The approved amount is stored as Approved Amount
• It is included in the employee’s payroll
• It contributes to the employee’s Final Payable

Payroll Impact

Reimbursements directly affect payroll:

• Approved claims → added to earnings
• Rejected claims → ignored
• Pending claims → not included until approved

Important Rules

WARNING

Approved amounts must not exceed the claimed amount. The system enforces this validation.

Best Practices

• Always review proof documents before approving
• Use partial approval when only part of the claim is valid
• Add remarks for audit clarity
• Clear all pending claims before running payroll

Related Setup

• Reimbursements Overview — understand how claims are created
• Pay Runs — see how reimbursements affect payroll payouts
• Salary Structure — understand payroll calculations

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