Handling Employee Expense Claims in Sigma HR-Online

In Sigma HRM-Online, employees can submit expense claims digitally through mobile or web applications. Here’s how to manage these expense claims:

Employee Submission:

Employees will submit their expense claims via their mobile or web application. Before this, you'll need to determine which types of expenses they should be able to claim and set these up in the expense module.

Receive Notification:

Once an expense claim is submitted, you will receive an email notification. The claim will also appear under the ‘Mutation Forms Approval’ section.

Review Expense Claim:

Click on the open expense claim to view the details in the following screen:

Functions Available:

Reassign: Assign the expense claim to another company login, such as a colleague or supervisor.

Reject: Reject the expense claim and close the form. The employee will receive a notification, and you can provide a reason in the comments field.

Request Improvement: Send the form back to the employee for corrections or additional documentation. Provide an explanation in the comments field.

Approve: Approve the form to move it to the next person in the approval chain. If you are the last person in the approval chain, the data from the form will be processed and included in the next payroll.

Final Verification:

After you approve the claim, it will be reviewed by your Sigma payroll processor. If they also approve it, the claim will automatically be included in the payroll.

Review Completed Claims:

To view already closed expense claims, go to the ‘Mutation Forms Approval’ section on the start screen and click ‘more’ at the bottom. You will then see options such as ‘To Be Approved’, ‘To Be Improved’, and ‘Closed’. Select the relevant option to filter the claims and use the search function to view forms that meet the search criteria.

View Claims in Dashlet:

You can also view expense claims directly within the dashlet for easy tracking and management.

By following these steps, you can efficiently manage and process employee expense claims, ensuring proper documentation and timely inclusion in payroll.