Know where your claim stands
Every claim in Officaid has a status that tells you exactly where it is in the approval process. Understanding these statuses helps you know what to expect and when to follow up.
The Five Statuses
Claims move through the following statuses:
Pending means your claim has been submitted and is waiting for review. A manager or HR administrator needs to approve it before it can be processed for payment. While pending, you can still edit or cancel the claim if needed.
Approved means your claim has been reviewed and accepted. It's now queued for payment but the reimbursement hasn't been processed yet. You cannot edit or cancel an approved claim.
Paid means your claim has been fully processed and the reimbursement is complete. The money should be on its way to you, either through payroll or a separate payment depending on your company's process.
Rejected means your claim was reviewed but not approved. This could happen if the receipt was unclear, the expense didn't meet company policy, or additional information was needed. You can submit a new claim with corrections if applicable.
Cancelled means you withdrew the claim before it was approved. Cancelled claims remain in your history for reference but won't be processed for payment.
Typical Flow
Claims typically follow this progression:
Submitted → Pending → Approved → Paid
Alternative outcomes include:
- Pending → Rejected if the claim isn't approved
- Pending → Cancelled if you withdraw the claim
What You Can Do at Each Stage
Your options change based on the claim status:
- Pending allows editing and cancelling
- Approved is locked and cannot be modified
- Paid is complete and archived
- Rejected can be resubmitted as a new claim
- Cancelled remains in your history only
Filtering by Status
Use the Status dropdown on the All Claims tab to filter your claims by status. This helps you quickly find all your pending claims or review past rejected submissions.
Frequently Asked Questions
The time depends on your company's approval workflow and how quickly approvers review claims. You can track your claim's status in My Claims. If a claim has been pending for an unusually long time, check with your manager or HR.
Yes. If your claim was rejected, you can submit a new claim with corrections. Review the rejection reason if provided, fix the issue (such as uploading a clearer receipt), and submit a fresh claim through Me → My Claims.
Approved means the claim has been accepted but payment hasn't been processed yet. Your company may batch payments at certain intervals. The claim will move to Paid once the reimbursement is complete.
What's Next?
Learn more about the claims process:
- The Claim Approval Process for the full workflow
- Editing a Pending Claim to make changes
- Cancelling a Claim to withdraw a submission