Reimbursements

Reimbursements in VoxHRM allow employees to claim work-related expenses and ensure those amounts are processed and paid through payroll in a structured and controlled way.

Reimbursements are linked to payroll components and Pay Groups, ensuring that only eligible employees can submit valid claims.

Navigate to: My Info → Tax and Payroll → Reimbursements Claims

How Reimbursements Work

Reimbursements follow a structured flow:

1. Reimbursement components (e.g., Travel, Fuel, Internet) are created.
2. These components are attached to a Pay Group.
3. Employees are assigned to that Pay Group.
4. Employees or admins submit reimbursement claims.
5. Approved claims are included in payroll and paid out in the pay run.

Who Can Create Claims

Role	Capability
Employee	Can create reimbursement claims for themselves
Admin / HR	Can create claims on behalf of any employee

Pay Group Dependency (Important)

Reimbursements are tightly controlled by Pay Groups.

WARNING

A reimbursement component must be attached to the employee’s Pay Group before a claim can be created.

What this means:

• Only components available in the assigned Pay Group are shown in the claim form
• If a component is not configured → it cannot be selected
• This ensures consistent and policy-compliant reimbursements

Creating a Reimbursement Claim

To create a claim, open the reimbursement panel and fill in the required details.

Required Fields

Field	Description
Component	Select the reimbursement type. Only Pay Group–linked components appear.
Claimed Amount	Enter the expense amount. Must be numeric and greater than 0.
Month	Select the month the expense belongs to. This determines payroll inclusion.

Optional Field

Field	Description
Proof	Upload supporting documents such as receipts or invoices

Accepted formats:

• JPG
• PNG
• PDF

Max file size: 2 MB

What Happens After Submission

Once submitted:

• The claim is recorded in the system
• It can be reviewed by Admin or HR.
• It is included in payroll during the pay run
• The amount becomes part of the employee’s Final Payable

Key Concepts

Reimbursement Component

A payroll component specifically used for expense claims.

Examples:

• Travel reimbursement
• Fuel allowance
• Internet expense

These must be configured and attached to Pay Groups before use.

Payroll Integration

Reimbursements are not standalone payouts.

They are:

• Processed through payroll
• Added to employee earnings
• Reflected in the final salary payout

Controlled Eligibility

By linking reimbursements to Pay Groups:

• Only eligible employees can claim specific expenses
• Different employee groups can have different reimbursement policies
• Payroll calculations remain accurate and standardized

Best Practices

• Always configure reimbursement components before assigning Pay Groups
• Verify employees are assigned to the correct Pay Group
• Encourage uploading proof documents for compliance and audits
• Review claims before running payroll

Structure of This Section

• Reimbursement Claims → Create and manage employee claims
• Reimbursement Components → Define claimable expense types
• Approval Workflow → Review and approve claims
• Payroll Integration → Process reimbursements in pay runs

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