The My Claims menu is a feature used to upload reimbursement and cash advance transactions that have been submitted through the Mekari Expense web and mobile versions by the Requester. The Claims feature is also available in the Transactions menu, which functions to perform Approval of these transactions by the Admin/Super Admin role. Here, you can view the progress status of your reimbursement/cash advance submissions and engage in discussions. The following are the steps:
A. Submit Reimbursement Transaction via Web (Requester)
Go to the My claims menu.
Then click “Request claim” and select Reimbursement.
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Next, fill in the Claim category, Transaction date, Amount, Vendor, Attachment, and Description in the following fields.
- If the Super Admin has added Custom fields, there will be additional new columns under the Additional details section that need to be filled in.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency. -
If the selected Claim category has a Subcategory, after choosing the transaction date in the “Transaction date” field, the following view will appear. Click “Add item” to continue.
- If the selected 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, there will be additional new columns under the Additional details section that need to be filled in. -
You will then be directed to fill in the 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.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- For certain claim categories configured by the Super Admin, there may be an Additional details section as shown in the example below. -
The list of Items you have added will appear on the next page. Here, there is a Total reimbursement period indicating 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 “eye” icon.
- To edit the Amount of an added Item, click the “pencil” icon.
- To delete an Item, click the “minus” icon. -
In the Bank account details section, select one bank account for the reimbursement under Bank account. Then, if all data is filled out, click “Submit”.
You can also create a new bank account by clicking “New bank account”.
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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 select Edit request.
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. In this case, you can only edit the Item section.
- The Item section that can be edited includes only the Description and Attachment.
- If there is no Subcategory, you can directly edit the Attachment and Description with the following view.
B. Approve Reimbursement Transaction (Admin/Super Admin)
The following are the steps to perform approval on a Reimbursement transaction.
Assigned approvers can also approve through the Approvals menu, then click “Claims”.
Go to the Transactions menu, then select the “Claims” tab.
Then click on one of the transactions you want to approve.
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You will see information about the transaction to be reimbursed. You can edit the Claim information by clicking “Edit”. Then, if your transaction has a Subcategory, you can check the Attachment first by clicking “View attachment”.
- If your transaction is a non-Subcategory transaction, as an Admin or Approver, you can change it to a Subcategory transaction while editing. On the Claim information page, click “Edit”.
- You will be directed to the Edit reimbursement page. Then select a Claim category that has a Subcategory.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- The Admin or Approver role can also change the Claim category and Line Item from previously not having a Subcategory to having a Subcategory with a required Reason filled in the provided field.
- In the Claim category section, select a Claim that has a Subcategory. Other fields will change and previous data will be deleted, so the reimbursement transaction will change and have a Subcategory.
- A pop-up will then appear stating that the category you selected has changed and now has a Subcategory. You need to re-enter all data from the start and add Items under the Subcategory. You will then be directed to the following page. Click the pencil icon again on one of the Subcategories.
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Next, you can Edit item by specifying the Subcategory, Vendor, Amount, Description, Attachment, and Reason again.
If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
Click “Save changes” to save the updates.
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You can also monitor the progress of your submission on the Request history tab.
- Waiting for Approval: reimbursement/cash advance transaction is still waiting for approval
- Approved: reimbursement/cash advance transaction has been approved
- Rejected: reimbursement/cash advance transaction has been rejected
- Canceled: employee canceled the reimbursement/cash advance submission (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 for review by the approver.
- Settled: cash advance accountability report has been approved. There is also a Discussion tab where the approver and requester can communicate directly by typing questions to discuss.
Then click “Approve request” if all data is correct.
C. Submit Cash Advance Transaction via Web (Requester)
Go to the My claims menu.
Then click “Request claim” and select Cash advance.
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Next, fill in the Claim category, Transaction date, Amount, Attachment, and Description in the following fields.
- If the Super Admin has added Custom fields, there will be additional new columns under the Additional details section that need to be filled in.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency. If the selected Claim category has a Subcategory, after choosing the transaction date in the “Transaction date” field, the following view will appear. Click “Add item” to continue.
If all data has been filled, click “Submit”.
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If the selected Claim category has a Subcategory, the following view will appear. Click “Add item” to continue.
- If the selected 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, there will be additional new columns under the Additional details section that need to be filled in. -
You will then be directed to fill in the 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.
If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
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Then, the list of Items you have added will appear on the next page. Here, there is a Total cash advance amount indicating the total limit per period for that transaction. Please always pay attention to the limit amount.
- To view details of the added Items, click the “eye” icon.
- To edit the Amount of an added Item, click the “pencil” icon.
- To delete an Item, click the “minus” icon. If all data has been filled, click “Submit”.
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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 select Edit request.
- 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. In this case, you can only edit the Item section.
- The Item section that can be edited includes only the Description and Attachment.
- If there are no Subcategories, the view when editing a Cash advance transaction is as follows, where you can only edit the Attachment and Description. -
If all data has been filled, click “Submit”.
After clicking “Submit”, the Cash advance transaction status will remain Awaiting approval.
D. Submit Cash Advance Settlement Report
After being approved by the Admin/Super Admin, the Cash advance status will change to Awaiting settlement.
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Next, click on the data with Awaiting settlement status, and you will be directed to the following page. Then click “Submit settlement report”.
- If the Super Admin has added Custom fields, there will be additional new columns under the Additional details section that need to be filled in.
- If the submitted Settlement report does not have a Subcategory, after clicking “Submit settlement report”, the following view will appear, and you can directly fill in the Receipt amount, Vendor, Browse file Receipt, and Description.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- Check Cash advance is not used if the Cash advance was not used.
- If the Super Admin has added Custom fields, there will be additional new columns under the Additional details section that need to be filled in. You will then be directed to the following page. You can click “Add item” if you want to add an Item. In this case, the maximum number of Items is 20. Then click “Settle item” to complete the report for the Item.
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Fill in the Vendor, Amount, Description, and upload the Attachment. Then click “Save”.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- 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’. If all data has been filled, click “Submit”.
E. Approve Cash Advance Transaction (Admin/Super Admin)
Next, you will learn how to perform approval on a Cash advance transaction. Here are the steps.
Assigned approvers can also approve through the Approvals menu, then click “Claims”.
Go to the Transactions menu.
Select the “Claims” tab.
Then click on one of the transactions you want to approve.
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You will see information about the Cash advance transaction. You can edit the Amount of request and Claim category by clicking “Edit”.
- If your transaction does not have a Subcategory, as an Admin or Approver, you can make changes directly when editing the transaction. On the Claim information page, click "Edit".
- You will be directed to the Edit Cash advance page. Then select a Claim category that has a Subcategory.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- The Admin or Approver role can also change the Claim category and Line Item from previously not having a Subcategory to having a Subcategory with the required Description filled in the provided field.
- In the Claim category section, select a Claim that has a Subcategory. Other fields will change and previous data will be deleted, so the reimbursement transaction will change and have a Subcategory.
- If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
- Then click “Save changes”.
- A pop-up will then appear stating that the category you selected has changed and now has a Subcategory. You need to re-enter all data from the start and add Items under the Subcategory. You will then be directed to the following page. Click the pencil icon again on one of the Subcategories.
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Next, you can Edit item by specifying the Subcategory, Amount, Description, Attachment, and Reason.
If this submission is a multicurrency claim (more than one currency), you can click “[currency value] v” to select another currency.
Click “Save changes” to save the updates.
Then click “Approve” if all data is correct.
The Cash advance status will then change to Awaiting settlement.
After the Requester performs the settlement, the status will change to Awaiting review.
Then click “Approve”.
That is how to manage the My claims menu for Reimbursement and Cash advance transactions. Also learn how to manage the My trips menu here.