Track claims from submission to reimbursement

Every claim in Officaid has a status that tells you where it stands in the approval and payment process. Understanding these statuses helps you know which claims need action, which have been processed, and which have been paid out to employees.

The Four Statuses

Claims move through four possible statuses:

1. Pending indicates the claim is waiting for approval or rejection.
2. Approved means the claim was accepted and is awaiting reimbursement.
3. Rejected means the claim was declined and will not be reimbursed.
4. Paid indicates the employee has been reimbursed for this claim.

Pending

When an employee submits a claim, it enters Pending status. The claim appears in the Pending Approvals section on the Overview tab, waiting for someone with the appropriate permissions to review it.

Pending claims require action. You can open the claim details, review the receipt, and choose to approve or reject.

Employees can cancel their own pending claims through Me → My Claims if they need to withdraw a submission. Cancelled claims no longer appear in Pending Approvals.

Approved

When a claim is approved, the status changes to Approved. The claim is now accepted as a legitimate reimbursement and queued for payment.

Approved claims automatically flow to Finance → Expenses → Payables, where they are consolidated by employee. This means all of an employee's approved claims combine into a single payable record, making it easier to process reimbursement.

The Claim Request Details popup for approved claims shows Approval Details including who approved the claim and when.

Rejected

If a claim is declined, the status changes to Rejected. The employee is not reimbursed for this claim, and it does not appear in the Finance module.

When rejecting a claim, you can add comments explaining the reason. This helps the employee understand why their claim was not approved and whether they should resubmit with different information or documentation.

Rejected claims remain visible in the system for record-keeping purposes. They appear in the All Claims tab and Recent Activity section.

Paid

The Paid status indicates that the employee has received reimbursement for this claim. This status is updated automatically when you record payment against the employee's payable in Finance → Expenses → Payables.

When a payable is marked as paid, all the underlying claims that contributed to that payable update to Paid status. This keeps the Claims module synchronized with your Finance records.

Opening a paid claim shows a View Payment button that links directly to the payable record, allowing you to trace from the claim to its payment.

Status Flow

Here is how claims typically move between statuses:

• Employee submits claim → Pending
• Manager approves → Approved (flows to Payables)
• Manager rejects → Rejected
• Employee cancels (while pending) → Removed from pending list
• Finance records payment → Paid

The key difference from other workflows is the automatic transition from Approved to Paid. You do not manually change a claim to Paid status; it happens automatically when the associated payable is paid in the Finance module.

Status Colors

Each status displays as a colored badge for quick visual identification:

• Pending appears in grey, signaling that action is needed.
• Approved appears in green, indicating the claim was accepted.
• Rejected appears in red, showing the claim was declined.
• Paid appears in purple, confirming reimbursement has been processed.

Frequently Asked Questions

What's Next?

Learn more about managing claims:

• Approving Claim Requests walks through the approval process.
• Viewing All Claims shows how to filter by status and other criteria.
• How Claims Become Payables explains the Finance connection.