Contents of this article are applicable to the following users
Tier: NA
Product: StaffAny
Platform: Web, Mobile
Access Level: Owners
We currently provide for up to 2 levels of approval to suit your organisation’s claim policy. Only assigned approvers will be able to view and manage claim submissions. You can learn more about setting the approval routing here.
Interested in using our claims module? Drop us a message via the help chat, and we’ll connect you with a sales representative.
This guide will cover the following:
Managing Claims Submissions on Web
Please set the cut-off approval date before managing submissions, as it will determine which month's payrun the claim will be included in. Read here to learn more.
Go to Claims > Manage Submissions. Here, assigned approvers will see a list of claims submissions that are pending action from them.
View more details about the submission by selecting “View” under the Actions column. Here, you can see the approval progress and claim submission information that the staff submitted.
Approve or decline the claim submission by either clicking the cross (to decline) or tick (to approve).
If the claim is approved by the 1st approver, the claim will remain at "Pending" state as the 2nd approver's action is still required.
If the claim is approved by the final approver (only approver or 2nd approver), the status of the claim submission will change to “Approved”.
Note: Linking Claims to Payroll will be ready in mid Q3 2024. At the moment, you will need to manually add the claims to the payrun after approving it. Learn more about setting up pay items here
If the claim submission is declined, you need to indicate the reason for declining the submission. Staff will be able to view the reason entered.
If any approver declines a claim, its status will be updated to 'Declined'
After processing the submission, the statuses will change accordingly under the “Status” column.
Types of Statuses | Description |
Declined | Claim submission will not be processed in payroll. Staff are required to resubmit a new claim if they want to be reimbursed. |
Approved (Scheduled to MM YYYY) | Claim submission will be included in the selected month's payrun. |
Processing (in payrun name) | Claim submission is being processed in the displayed payrun.
Note: Staff will not be able to view this status |
Published | The payrun that includes this claim submission has already been published. |
Exporting Claims Submissions
You can only export claim submissions that you are an approver of.
Under Manage Submissions, adjust the filters to your needs
Click on Export to download a csv report
This is a sample of the export csv:
Note: Be careful when sharing the export file, the exported file will information like remarks, the attachement link, merchant name and amount.
Managing Claim Submissions on Mobile
Owners and Managers who are assigned as approvers can review, approve, and decline claim submissions directly from the StaffAny mobile app. A badge on the Profile tab shows how many claims are pending your action.
Accessing Your Pending Claims
Open the StaffAny mobile app and tap the More tab > Under Your Organisation, tap on Claims.
The list shows all claims assigned to you. By default, it is filtered to Pending Your Approval.
Use the status filters to review claims at different stages:
Filter | What it shows |
Pending | Claims awaiting your approval action. |
Awaiting | Claims you have actioned but still awaiting another approver. |
Approved | Claims fully approved by all required approvers. |
Rejected | Claims declined at any approval stage. |
Published | Claims whose payrun has been published. |
Reviewing Claim Details
Tap any claim to open its details screen.
Review the employee name, submitted amount, receipt photos, merchant, transaction date, remarks, and the approval stage progress (1st and 2nd approver status where applicable).
Scroll down to manage the claim submission
Approving a Claim
The Approve and Decline buttons appear only when the claim is in Pending state and it is your turn to act.
On the claim details screen, tap Approve.
Confirm in the dialog that appears.
A “Claim approved successfully” message confirms the action.
What happens next:
If you are the 1st approver and a 2nd approver is configured, the claim moves to their queue. Status stays Pending until they act.
If you are the only or final approver, the claim moves to Approved and is automatically linked to the relevant payroll cycle.
Declining a Claim
On the claim details screen, tap Decline.
Enter a rejection reason (mandatory — the Submit button stays disabled until filled).
Tap Submit. A “Claim rejected successfully” message confirms the action. The claim status changes to Rejected.
If any approver declines a claim at any stage, the claim is rejected. The employee will need to resubmit.
FAQ
My staff submitted a claim but me as an approver didn't receive any notification, is this normal?
At the moment the approver (regardless of it's manager/owner access level) will not receive a notification if a claim has been submitted. However you can always manage/see the submission on the "Manage Submission" page.
What happens if the 1st approver declines the claim?
If any approver declines a claim, its status will be updated to 'Declined'. This also applies to the case where 1st approver approves but 2nd approver declines.
What happens when the 2nd approver manages the submission before the 1st approver?
If the 2nd approver approves a claim before the 1st approver, we will skip the 1st approver's action. The claim will immediately be updated to "Published".
How do I retract / decline an approved claim?
For approved claims in the claim submission page, you can click on the "retract" button under the action column to decline / retract an approved claim
