To make attachments mandatory when employees submit a claim request, follow these steps:
1. In the HR Lounge, navigate to Expense Claims.
2. On the Expense Claims dashboard, go to Settings > Claim Types.
3. Click the Edit icon next to the claim type where you want to require mandatory attachments.
4. In the Edit Claim Type pop-up window, check the Attachment required box.
5. Once this requirement is enabled by the HR Admin, employees will not be able to submit their claim requests until they upload the mandatory attachment. The '*' icon next to the Attachment field indicates that it is a mandatory requirement.
Additionally, the Save and Save & Add Another buttons will be greyed out, preventing employees from clicking on them until the mandatory attachment is uploaded.
NOTE:
Once the mandatory attachment setting is enabled, it will apply to the following claim report statuses, whether the requests were created before or after the setting was enabled:
i. Open (Claim reports that have not been submitted)
ii. Submitted (Claim reports that have been submitted but not yet approved or rejected)
iii. Rejected (Rejected claim reports that need to be amended and re-submitted)
Below is an example of different claim report statuses (OPEN, SUBMITTED, APPROVED, REJECTED) created without attachments before the HR Admin enabled the mandatory attachment setting:
Once the HR Admin enables the mandatory attachment setting, a warning notification will appear for existing claim reports with the statuses OPEN, SUBMITTED, and REJECTED.
NOTE:
Claim reports that were APPROVED before the HR Admin enabled the mandatory attachment setting will not be affected.
A. Employee User's View (My Claims):
Employees must upload the mandatory attachments before submitting or re-submitting claim reports for approval.
B. HR Approver's View:
The approver will need to reject the submitted claim report. The employee must then upload the mandatory attachment and re-submit the claim report for approval.
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