Approving or Rejecting Claims by Finance
To approve or reject a claim:
Perform any of the following steps:
On the HR (Finance) menu, under Travel and Expense, click Approve / Reject Claim.
On the My World menu, click Action Items, click Pending Travel Expense Requests – Claim and then click Take Action.
The Approve / Reject Claim page opens.
To view the claim details, select the check box corresponding to the claim and click View.
In the Approver’s Remarks text box, enter any remarks.
Click Close.
Your remarks regarding the claim are saved.
To update the expense details pages with the claim details, identify the claim with the reference id, select the corresponding check box and click Get Details.
Note: If you have not clicked Get Details, the claim will not be visible on the Expense Details pages.
To view details of travel expenses, on the left navigation pane, click Travel Expense Details, select the expense record and then click View.
To view details of accommodation expenses requested, on the left navigation pane, click Accommodation Expense Details, select the expense record and then click View.
To view details of other expenses requested, on the left navigation pane, click Other Expense Details, select the expense record and then click View.
To view claim amount details, on the left navigation pane, click Claim Amount Details and view the details.
To enter and save final finance details for the claim, on the left navigation pane, click Finance Approval.
The Finance Approval page opens. The details displayed are:
Finance Approval Details
|
Field |
Description |
|
Currency Code |
Displays the currency of the country to where employee travelled |
|
Total Expense Amount |
Displays the total expense amount requested by the employee |
|
Approved Advance Amount |
Displays the amount approved as advance |
|
Reimbursed Amount |
Displays the amount reimbursed |
|
Balance Amount |
Displays the balance amount, to be settled This is computed as: Balance Amount = Total Expense Amount – Approved Advance Amount – Reimbursed Amount |
|
Local Currency Value |
Displays the local currency value of the currency used for expenses |
|
Total Amount |
Displays the total amount in local currency |
|
Details |
On clicking, displays the details of the claim |
Note: To exit without saving, click Cancel.
To edit finance details, select the claim record and click Edit.
The Edit Finance Approval window appears.
In the Local Currency Value text box, enter the local currency value of the currency used for expenses.
Do any of the following:
To save the details, click Save and Close.
To continue entering details for another record, click Save and Continue.
The local currency value is saved and used to compute the Total Amount on the Finance Approval page.
Note: The total amount to be settled for the claim is computed as:
Total Amount = Balance Amount X Local Currency Value
On the Finance Approval page, in the Net Amount text box, the net amount is displayed.
Do any of the following:
To reimburse the amount directly to the payroll, select Payroll.
To reimburse the amount as a payout, select Payout.
To give the payout as offline settlement, select Offline Settlement.
To give the payout to the bank requested, select Bank Advice.
Click Save Final Amount.
To approve or reject the travel request, on the left navigation pane, click Approve / Reject Claim, select the check box corresponding to the travel request and click Take Action.
The Approve / Reject Claim Details window appears.
In the Approver’s Remark text box, enter your remarks.
Do any of the following:
To approve the claim, click Approve.
The claim is approved and the status is changed to Closed.
To reject the claim, click Reject.
The claim status is rejected and the status is updated.
Note: To exit without saving, click Cancel.
Click to know more:
Approving / Rejecting Travel Requests
Viewing Audit Trail and Approval Status
Generating Travel and Expense Reports