Introduction
Reimbursement claims play an essential role in ensuring that employees are fairly compensated for expenses incurred during business operations, such as travel, lodging, or project-related costs.
Managing these claims efficiently is crucial to maintain transparency, financial accuracy, and employee satisfaction.
In uKnowva HRMS, the reimbursement approval process is made simple and streamlined, enabling approvers to review, verify, and take action on claims in just a few clicks.
With features like detailed request breakdowns, bulk actions, export options, and advanced filtering, the platform provides everything required to handle reimbursement requests responsibly and on time.
Step 1: Accessing Reimbursement Requests
To begin, open the side navigation panel and go to the Approvals menu. From the list of sub-menus, click on the Reimbursement sub-menu.
This will open a new page displaying all reimbursement claims submitted by employees.
The claims are neatly listed under headers such as Request Type, Action, User, Status, Created On, and Approver, allowing you to quickly identify and track the progress of each request.
Step 2: Reviewing Request Details
At the end of each row in the reimbursement list, you will find a v icon.
Click on this icon to reveal detailed information about the particular claim pending approval.
The details may include the Employee Name, Purpose, Period From, Period To, Position, Employee ID, Department, Manager, Project, Hotel Total, Hotel Less, Hotel Net, Transport Total, and other expense-related data.
Having this comprehensive view ensures that approvers have all the necessary information to evaluate whether the claim is valid and accurate.
Step 3: Taking Action on Reimbursement Requests
Under the Action column, you will find an eye icon. Clicking on it opens a dedicated page for the selected reimbursement request.
On this page, you can view every detail thoroughly to make an informed decision.
At the top of the page, there is a Delegate button that allows you to assign the request to another approver if required.
If you wish to proceed with the approval decision yourself, scroll to the bottom of the page to find the Accept and Reject buttons.
Selecting either option finalises your action. Additionally, you can use the comment box to provide reasons for your decision, ensuring that each approval or rejection is well-documented and transparent.
Step 4: Performing Bulk Actions
If you have multiple reimbursement requests to review, uKnowva HRMS allows you to take action in bulk.
Simply select the checkbox on the left side of each request you want to process.
Once selected, you will see the Accept, Reject, and Delegate buttons above the list, enabling you to manage multiple claims at once efficiently.
Step 5: Exporting and Filtering Requests
To manage records more effectively, you can also export reimbursement requests. Click the Export button, and you’ll see options such as Export and Export Documents, allowing you to download and store the data for offline use or further analysis.
For a more refined search, use the funnel icon to access advanced filtering options.
These include filters such as Search, From, To, Request Type, Approval Pending From, Requested By, My Status, Status, Level, Approver, Designation, and more.
Once you have applied your filters, click the Search button to narrow down the results. If you want to remove all applied filters, use the Reset button to return to the complete list of claims.
Conclusion
That’s it!
You’ve now successfully checked reimbursement claims in uKnowva HRMS.
By following this process, you ensure that all employee expense requests are handled accurately, reviewed thoroughly, and either approved or rejected based on clear information.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..