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How to Manage the My Claims Menu for Reimbursement and Cash Advance Transactions

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Learning Center Mekari
  • Updated

The My Claims menu is used to upload reimbursement and cash advance transactions that have been submitted through Mekari Expense web and mobile versions by the Requester. The Claims feature is also available in the Transactions menu, which functions for Approval of these transactions by the Admin/Super Admin roles. Here, you can view the progress status of your reimbursement/cash advance submissions and engage in discussions. The steps are as follows:

A. Submit Reimbursement Transaction via Web (Requester)

  1. Go to the My claims menu.

  2. Then click “Request claim” and select Reimbursement.
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  3. Next, fill in the Claim category, Transaction date, Amount, Vendor, Attachment, and Description in the following fields.
    1.png

    If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
    1.png

  4. If the selected Claim category has a Subcategory, the following screen will appear. Click “Add item” to continue.

    - If the chosen Claim category has a Subcategory, you can further categorize the reimbursement details for each Item added based on Vendor, Attachment, Description, and Amount.
    - If there is no Subcategory, you can directly submit the reimbursement transaction by clicking “Submit”.

    If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
    1.png

  5. You will then be directed to fill in data for the Item you want to add. Specify the Subcategory, Vendor, Amount, Description (optional), and Attachment. Make sure all data is correct, then click “Save” to save it.

  6. The list of Items you have added will appear on the next page. Here, you will see the Total reimbursement amount which indicates the total weekly limit for that transaction. Please always pay attention to the limit amount.

    - To edit the Amount of an added Item, click the “pencil icon”.

    - To delete an Item, click the “minus icon”.

  7. If all data has been filled in, click “Submit”.

     

  8. The status of the Reimbursement transaction will change to Awaiting approval.

     

    - While the reimbursement status is not yet approved, you can still edit the transaction by clicking “Actions” on one of the reimbursement requests, then selecting Edit.
    - You will be redirected back to the My claims page. Click the pencil icon to edit the reimbursement transaction.

    - On the Edit Reimbursement page, you can no longer edit the Claim category and Transaction date. You can only edit the Item section.

    - The editable parts of the Item are only the Description and Attachment.

    - If there is no Subcategory, you can directly edit the Attachment and Description with the following interface.

B. Approve Reimbursement Transaction (Admin/Super Admin)

The following are the steps to approve a Reimbursement transaction.

Assigned approvers can also approve via the Approvals menu, then click “Claims”.
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  1. Go to the Transactions menu, then select the “Claims” tab.
     
  2. Then click on a transaction you want to approve.
    5.png
     

  3. Information about the reimbursement transaction will appear. You can edit the Claim information by clicking the “pencil icon”. If the transaction has a Subcategory, you can review the Attachment first by clicking “View attachment”.
    rev 1.png
     

    - If your transaction is a non-Subcategory transaction, as an Admin or Approver, you can convert it into a Subcategory transaction while editing. On the Claim information page, click the pencil icon.
    rev 2.png
    - You will be directed to the Edit reimbursement page. Then select a Claim category that has a Subcategory.
    3.2.png
    - The Admin or Approver role can also change the Claim category and Line Item from previously not having a Subcategory to having a Subcategory, accompanied by filling in the Reason in the provided field.
    3.1.png
    - In the Claim category section, choose a Claim that has a Subcategory. Other fields will change and previous data will be deleted, so the reimbursement transaction will now have a Subcategory.
    3.2.png
    - A pop-up will appear informing you that the category you selected has changed and now includes a Subcategory. You will need to re-enter all reimbursement data from the beginning and add Items to the Subcategory.
    12.png

  4. You will then be directed to the following page. Click the pencil icon again on one of the Subcategories.
    7.png

  5. You can then Edit item by reselecting the Subcategory, Vendor, Amount, Description, Attachment, and Reason.
    8.png
  6. Click “Save changes” to save the changes.
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  7. You can also monitor the progress of your submission on the Request history tab.
    req history.png

    - Waiting for Approval: reimbursement/cash advance transaction is still awaiting approval
    - Approved: reimbursement/cash advance transaction has been approved
    - Rejected: reimbursement/cash advance transaction has been rejected
    - Canceled: employee canceled the reimbursement/cash advance request (can be canceled before approval/rejection).
    - Disbursed: reimbursement/cash advance transaction has been disbursed.
    - Waiting for Receipt: waiting for receipt/accountability report.
    - Waiting for Review: accountability report is waiting to be reviewed by the approver.
    - Settled: accountability report for cash advance has been approved.

  8. There is also a Discussion tab where the approver and requester can communicate directly by typing questions to discuss.
    Discussion.png
  9. Then click “Approve request” if all data is correct.
    6.png

C. Submit Cash Advance Transaction via Web (Requester)

  1. Go to the My claims menu.
  2. Then click “Request claim” and select Cash advance.
    9.png
     

  3. Next, fill in the Claim category, Transaction date, Amount, Attachment, and Description in the following fields.
    1.png

    If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
    1.png

  4. If all data has been filled in, click “Submit”.
    7.png
     

  5. If the selected Claim category has a Subcategory, the following screen will appear. Click “Add item” to continue.
    2.png

    - If the chosen Claim category has a Subcategory, you can further categorize the cash advance details for each Item added based on Attachment, Description, and Requested amount.
    - If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
    1.png

  6. You will then be directed to fill in data for the Item you want to add. Specify the Subcategory, Amount, Description, and Attachment. Make sure all data is correct, then click “Save” to save it.

  7. The list of Items you have added will appear on the next page. Here, you will see the Total cash advance amount which indicates the total weekly limit for that transaction. Please always pay attention to the limit amount.

    - To edit the Amount of an added Item, click the “pencil icon”.

    - To delete an Item, click the “minus icon”.

  8. If all data has been filled in, click “Submit”.

  9. The status of the Cash advance transaction will change to Awaiting approval.

    - While the cash advance status is not yet approved, you can still edit the transaction by clicking “Actions” on one of the cash advance requests, then selecting Edit.

    - You will be redirected back to the My claims page. Click the pencil icon to edit the cash advance transaction.

    - On the Edit Cash advance page, you can no longer edit the Claim category and Transaction date. You can only edit the Item section.

    - The editable parts of the Item are only the Description and Attachment.

    - If there are no Subcategories, the interface when editing a Cash advance transaction will be as follows, where you can only edit the Attachment and Description.

  10. If all data has been filled in, click “Submit”.
    3.png
     

    After clicking “Submit”, the Cash advance transaction status will remain Awaiting approval.

D. Submit Cash Advance Settlement Report

  1. After being approved by the Admin/Super Admin, the Cash advance status will change to Awaiting settlement.
    3.png

  1. Next, click the data with the status Awaiting settlement and you will be directed to the following page. Then click “Submit settlement report”.
    11.png

    - If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
    1.png
    - If the submitted Settlement report does not have a Subcategory, after you click “Submit settlement report”, the following screen will appear, allowing you to directly enter the Receipt amount, Vendor, Browse file Receipt, and Description.
    4.png
    - Check Cash advance is not used if the Cash advance was not used.
    5.png
    - If the Super Admin has added Custom fields, additional new columns will appear under the Additional details section that need to be filled out.
     

  2. You will then be directed to the following page. You can click “Add item” if you want to add an Item. The maximum number of Items is 20. Then click “Settle item” to complete the report for the Item.

  3. Fill in the Vendor, Amount, Description, and upload the Attachment. Then click “Save”.

    - In this case, you cannot edit the previously determined Subcategory.
    - If the Cash advance was not used, check the toggle ‘Cash advance is not used’.

  4. If all data has been filled in, click “Submit”.

E. Approve Cash Advance Transaction (Admin/Super Admin)

Next, you will learn how to approve a Cash advance transaction. The steps are as follows.

Assigned approvers can also approve via the Approvals menu, then click “Claims”.
1.png

  1. Go to the Transactions menu.
  2. Select the “Claims” tab.
    4.png
  3. Then click on a transaction you want to approve.
    11.png
     

  4. Information about the Cash advance transaction will appear. You can edit the Amount of request and Claim category by clicking the “pencil icon”.

     

    - If your transaction does not have a Subcategory, as an Admin or Approver, you can make changes directly while editing the transaction. On the Claim information page, click the pencil icon.

    - You will be directed to the Edit Cash advance page. Then select a Claim category that has a Subcategory.

    - The Admin or Approver role can also change the Claim category and Line Item from previously not having a Subcategory to having a Subcategory, accompanied by filling in the Description in the provided field.

    - In the Claim category section, choose a Claim that has a Subcategory. Other fields will change and previous data will be deleted, so the reimbursement transaction will now have a Subcategory.

    - Then click “Save changes”.

    - A pop-up will appear informing you that the category you selected has changed and now includes a Subcategory. You will need to re-enter all cash advance data from the beginning and add Items to the Subcategory.

  5. You will then be directed to the following page. Click the pencil icon again on one of the Subcategories.


     
  6. You can then Edit item by reselecting the Subcategory, Amount, Description, Attachment, and Reason.
  7. Click “Save changes” to save the changes.
  8. Then click “Approve request” if all data is correct.
  9. The Cash advance status will change to Awaiting settlement.
  10. After the Requester completes the settlement, the status will change to Awaiting review.
    5.png
  11. Then click “Approve”.
    17.png

This is how to manage the My claims menu for Reimbursement and Cash advance transactions. Also learn how to manage the My trips menu here.