Contents of this article are applicable to the following users

Product: StaffAny

Platform: Web

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.

Managing Claims Submissions

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:

You can also download an example of the exported file here.

FAQ

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".