Employees are unable to upload their reimbursement claims bills. Why?

Employees must ensure to upload their reimbursement claims bills in the prescribed format, such as JPEG, PNG, and PDF. The system will not accept any other formats. 

Additionally, the system has a maximum file size limit of 5 MB for each file. Once the file is uploaded, the system provides a preview of the bill, including the name and size of the file under Bills Detail.

You can upload bills for reimbursement individually or in bulk. 

To upload reimbursement claim bills, the employees must perform the following actions:

1. From the greytHR ESS portal, navigate to Salary > Reimbursement . The Reimbursement page opens.
2. Click Add Claims. The Add New Claim page opens.
3. Click the Add Bills Manually button. The Document Preview pop-up appears.
4. Click Upload. The dialog box appears.
5. Browse to the folder, select the file and click Open to upload a bill.
   Note: You can upload the bill in JPEG, PNG, and PDF format. The maximum size for each file is 5 MB. After a file is uploaded, you can view a preview of the bill. You can also view the name and size of the file under Bills Detail.
6. Under the Bills Details section, from the Select Reimbursement Component dropdown list, select the relevant claim component.
   Note: After selecting the relevant component, you can view the details related to the selected category such as Claim Approved, Claim Paid, Claim Pending, Excess Claim, Entitlement, and Balance amount. This is a mandatory field. 
7. In the Bill Number textbox, enter the bill number as displayed in the uploaded bill.
8. From the Bill Date dropdown calendar, select the relevant Bill Date. 
9. In the Bill Amount textbox, enter the amount of the bill.
10. In the Remarks textbox, enter any remarks if required.
11. Click Save to view the Claim Summary details.
12. Click Save and Add Bill to add details of the next bill.

Note: Click Delete Bill to delete your bill. 

To add bulk reimbursement bills, perform the following actions:

1. From the greytHR ESS portal, navigate to Reimbursement page<Add Claims. The Add New Claim page opens.
2. Click Add Bulk Bills. The dialog box appears. 
3. Select the required bills that you want to upload and click Open. The Claim Summary page opens.
   Note: 
   1. You can upload a maximum of 10 bills in JPEG, PNG, and PDF format. The maximum size for each file is 5 MB.
   2. Please note that while uploading bills in bulk, the bills will be saved and reflected under My Claims tab only after you have edited and saved the bills. If you have navigated to some other page before saving the bills, you must re-upload them.
   3. You can delete all the bills you have just uploaded by clicking Delete Claim. 
4. Click Submit for approval to submit the claims for review. 
5. Click the Edit icon available near the name of the bill to edit individual bills. 
6. Fill in the details and click Save. You can also delete individual bills instead of all.
7. Click Edit all bills to add details of all the uploaded bills. The Document Preview window appears.
8. From the Select Reimbursement Component dropdown list, select the relevant claim component.
   Note: After selecting the relevant component, you can view the details related to the selected category such as Claim Approved, Claim Paid, Claim Pending, Excess Claim, Entitlement, and Balance amount. This is a mandatory field.
9. In the Bill Number textbox, enter the bill number as displayed in the uploaded bill.
10. From the Bill Date dropdown calendar, select the relevant Bill Date. 
11. In the Bill Amount textbox, enter the amount of the bill.
12. In the Remarks textbox, enter any remarks if required.
13. Click Save and Next to add details of the next bill.
    Note: You can click Save to save the current bill. You can also click Delete Bill to delete the current bill.

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Related Links:

Video:

• To watch the Apply Reimbursement Claim on behalf of an Employee video, click here.
• To watch the Monitor Employee Reimbursement Claim Requests video, click here.
• To watch the View Employee Reimbursement Statement and Payslip video, click here.

FAQs- To read more FAQs about Claims, click here.

Documentation- To read more about Claims, click here.

Product Update- To read about the product update, click here.