System defaults and custom claim categories
Different claims have different rules. Medical claims might need receipts while small transport claims might not. Entertainment claims might have monthly limits while office supplies are unrestricted. Officaid uses claim types to organize reimbursements into categories, each with its own policy settings.
Accessing Claim Types
- 1 Navigate to Team from the left sidebar.
- 2 Click Claims from the submenu.
- 3 Click the Claim Policy tab.
The Claim Policy table shows all claim types configured in your system.
System vs Custom Claim Types
Claim types fall into two categories:
- System claim types are pre-configured by Officaid. These cover common claim categories that apply across most businesses and cannot be deleted.
- Custom claim types are ones you create for your specific needs. These can be edited or removed at any time.
The Category column in the Claim Policy table indicates whether each type is System or Custom.
Default System Claim Types
Officaid includes these system claim types:
- Health Expenses for medical costs, health screenings, or wellness-related purchases.
- Meals & Entertainment Expenses for client meals, team lunches, or business hospitality.
- Office Expenses for supplies, equipment, or materials purchased for work.
- Transport/Travel Expenses for taxis, public transport, mileage, parking, or travel costs.
These categories cover the most common claim types. You can customize their settings or disable them if not needed.
What the Table Shows
The Claim Policy table displays key information for each claim type:
- Claim Type is the name of the claim category.
- Category indicates whether it is System or Custom.
- Max Per Claim shows the maximum amount allowed per individual submission.
- Max Per Month shows the total monthly limit for this claim type.
- Applies To All toggle indicates whether all employees can use this claim type.
- Actions provides edit options and, for custom types, delete.
When limits show as "Unlimited", there is no cap on that particular dimension.
The Applies To All Toggle
The Applies To All toggle controls who can submit claims for each claim type:
- On means the claim type is available to all employees. They will see this option when submitting claims.
- Off means the claim type is hidden from employees by default. Only those specifically granted access can submit claims for this category.
Use this toggle to restrict certain claim types to specific roles. For example, entertainment claims might only be available to sales staff, while health claims are available to everyone.
Actions Column
The Actions column provides different options depending on the claim type category:
- System claim types show only an edit icon (pencil). You can modify settings but cannot delete these types.
- Custom claim types show both edit (pencil) and delete (trash) icons. You have full control over these categories.
Frequently Asked Questions
No. System claim types cannot be deleted as they cover fundamental claim categories. To prevent employees from using a system type, toggle off Applies To All so it does not appear in their claim submission options.
The new claim type appears in the Claim Policy table and becomes available for claims. If Applies To All is enabled, every employee will see this option when submitting claims through Me → My Claims.
The limits defined in Claim Policy apply to everyone who has access to that claim type. To give different limits to different groups, create separate custom claim types with different settings and control access using the Applies To All toggle.
What's Next?
Configure your claim policies:
- Adding a Claim Policy walks through creating new claim types.
- Editing a Claim Policy explains how to modify existing settings.
- What are Claim Policies covers the concepts behind claim controls.