From submission to reimbursement
Every claim you submit goes through an approval workflow before you get paid. Understanding this process helps you know what to expect and when to follow up if needed.
The Workflow
Claims in Officaid move through a clear sequence of stages:
- 1 Submitted marks when you create and send your claim. It enters the queue for review.
- 2 Pending is the status while your claim awaits approval from a manager or HR.
- 3 Approved means your claim has been reviewed and accepted. It's now ready for payment.
- 4 Paid confirms the reimbursement has been processed and the money is on its way.
Who Reviews Claims
Your company determines who approves expense claims. This is typically a manager, HR administrator, or finance team member. The approver sees your claim details, remarks, and attached receipt before making a decision.
What Approvers See
When reviewing your claim, the approver sees:
- Your name and employee ID
- The claim type and expense date
- The amount and currency
- Your remarks explaining the expense
- The uploaded receipt as proof of purchase
This is why clear remarks and a legible receipt help your claim get approved faster.
Approval History
Every claim maintains a complete history of actions. When you view a claim's details, you'll see who submitted it, when it was approved, and who approved it. This creates a transparent audit trail.
Getting Paid
Once approved, your claim moves to the payment stage. How and when you receive the money depends on your company's process. Some include approved claims in monthly payroll, while others process reimbursements separately.
Frequently Asked Questions
If your claim is rejected, it moves to Rejected status. This could happen if the receipt is unclear, the expense doesn't match company policy, or additional information is needed. You can submit a new claim with the required corrections.
Ensure your claims have clear, detailed remarks explaining the business purpose. Upload a legible receipt that shows the date, amount, and vendor. Complete claims with proper documentation are easier to approve quickly.
Yes. Click on any claim to open its details. The Approval Details section shows the approver's name and the date and time of approval. The History section shows the complete timeline of actions.
What's Next?
Ready to submit your first claim? Check out these guides:
- Submitting a Claim for step-by-step instructions
- Claim Statuses Explained for details on each status
- Viewing Claim Details to see approval information