General Info

An expenses claim is a formal request for reimbursement of out-of-pocket expenses incurred while working, made by an employee, covering things like travel, meals, or office supplies. Employee need to provide detail information about each expense, and submit the claim for approval. If approval process is not needed, it can be turned off in Setting.

Create an Expenses Claim

1. If you are an ordinary employee, on the left menu, choose Claim. If you are a Xin 365 system user, on the left menu, choose HR > Claim > My Claim. In My Claim page, choose Submit a new Claim button on the top right.

2. Enter all necessary information and choose Save & Stay floating button.

Column	Description
Ref Code	Internal reference code for your own reference.
Status	Unsubmitted - new claim that has not been submitted (for approval). Pending approval - claim that has been submitted for approval if the approval process is enabled. Submitted - claim that has been submitted if the approval process is disabled. It can be included in Payslip. Approved - claim that has been approved by Approver. It can be included in Payslip. Rejected - claim that has been rejected by approver.
Currency	One currency code for multiple claim items in one claim form.
Total	The total of all claim items amount.
Remarks	Some internal remarks regarding to this Claim.
Items	The detail information of each claim items. Expenses - type of expenses claim item. Amount - the amount to claim in the currency selected. Remarks - detail description regarding the claim item. Upload Receipt - attached receipt as a proof if available. Receipt Number - reference code of the receipt. Receipt Date - date printed in the uploaded receipt.

3. Click button + Add Row to add more claim items.

4. Click on the red color dusbin button to remove item.

5. Drag the item using mouse cursor to reset the sequence of the items.

6. You can save the Claim as Draft or submitted for approval. If the Claim is submitted for approval, an email notification will be sent to the approver and it will be listed on the approver's page for action.