Viewing Employee Claims

Review expense claims submitted by employees directly from their profile in Officaid.

See what your employees have claimed

Employees submit expense claims for reimbursement through their own Me module. As a manager or HR, you can view all claims submitted by an employee directly from their profile in the Directory. This gives you a complete picture of their expense history without switching to a separate system.

Where to Find Claims

The Claims section appears on the Overview tab of every employee profile, below the Payslips section.

1 Navigate to Team from the left sidebar.
2 Click Directory from the submenu.
3 Click on the employee whose claims you want to view.
4 Scroll to the Claims section on the Overview tab.

What You Will See

The Claims section displays:

Total Approved (YTD) showing the total value of approved claims for the year.
Pending Claims showing any claims awaiting approval.
A bar chart visualizing claims over time.
A status breakdown with color-coded indicators for Approved, Pending, Rejected, and Paid.
A claims table listing individual claims with Date, Claim Type, Amount, and Status.

Claim Statuses

Each claim has a status indicating where it is in the approval process:

Pending means the claim is waiting for approval.
Approved means the claim has been approved for reimbursement.
Rejected means the claim was not approved.
Paid means the reimbursement has been processed.

Viewing Claim Details

Click on any claim in the table to view the full details, including:

Employee who submitted the claim.
Claim Policy such as Transport/Travel Expenses, Office Expenses, or Health Expenses.
Expense Date when the expense occurred.
Amount being claimed.
Remarks explaining the expense.
Receipt or supporting document attached by the employee.
Approval Details showing who approved or rejected the claim.
History of actions taken on the claim.

How Claims Work

Claims flow through Officaid like this:

Employee submits a claim through Me → My Claims with receipt and details.
The claim appears as Pending for the approver to review.
The approver approves or rejects the claim.
Approved claims appear as payables in Finance → Expenses under the Payables tab, grouped by employee.
Click on an employee's payable to see the breakdown of individual claims.
Once paid, the status updates to Paid.

Claims are submitted and managed through the Claims module under Team. The Claims section in an employee's profile is for viewing their claim history. Approved claims become payable expenses that you can track in the Finance module.

Frequently Asked Questions

Can I approve claims from the employee profile?

The employee profile shows claim history for reference. To approve or reject claims, use the Claims module under Team where you can manage all pending claims.

What claim policies are available?

Claim policies are configured at the company level. Common policies include Transport/Travel Expenses, Office Expenses, Health Expenses, and Meal Expenses. If you have access to the Claims module under Team, you can create custom claim policies for your organization.

Where do approved claims go for payment?

Approved claims appear as payables in Finance → Expenses under the Payables tab. Each employee's approved claims are grouped together. You can click on an employee's payable to see the breakdown of individual claims before processing payment.

What's Next?

Explore related features:

Viewing Employee Details covers all sections of an employee profile.
Expenses vs Payables explains the difference between direct expenses and amounts owed.
Creating a Payable covers how payables work in Officaid.

directory claims expenses reimbursement