Reimbursements

2026-02-17 · 2 min

Overview

The Reimbursements module enables employees to claim expenses incurred on behalf of the hospital. Claims are submitted through the self-service portal and follow an approval workflow before being processed in payroll.

Submitting a Claim

Navigate to ESS > Reimbursements > New Claim:

1. Select the expense type: Travel, Meals, Accommodation, Training, Medical, Uniform, Phone.
2. Enter the expense date, amount, and description.
3. Upload supporting receipt/invoice.
4. Submit for manager approval.
5. On approval, the claim is queued for payroll processing.
6. Reimbursement amount is included in the next salary payment.

Policy & Limits

Configure reimbursement policies:

• Maximum claim amount per expense type per month.
• Eligible expense categories by designation/grade.
• Receipt mandatory above a threshold amount.
• Tax-exempt vs. taxable reimbursements as per Income Tax Act.
• Annual limits for medical and education reimbursements.
• Auto-reject claims exceeding policy limits.

Notes

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