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Understanding the Expense Claims Data Migration Process

Part of the Expense Claims data migration series for new brioHR clients. This article covers: The big picture.

Audience & Scope

Audience: HR and admin teams setting up brioHR for the first time

Module: Expense Claims

Country: Malaysia, Singapore

Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; the Expense Claims migration template from your IM; Employee List loaded and verified (Profile & Dashboards)

 

This article is part of the Expense Claims data migration series. It follows the Expense Claims Data Migration Guide (PDF).

The big picture

Your claim setup answers four questions for every employee:

  • What can I claim? The claim types in the claim policy they are assigned to.
  • How much can I claim? The limits set for each claim type, minus what they have already claimed this year (your claim history).
  • Who approves it? The approval workflow you choose. You decide every step: it might start with the employee's manager, or go straight to HR or Finance.
  • How is it paid? Through brioHR Payroll under a pay item, or outside brioHR, for example by bank transfer from Finance.

The template collects your answers to all four, tab by tab.

Who does what: HR, Finance and Payroll

RoleLooks afterIn this guide
HR / AdminClaim policies, who is eligible for what, approval workflows, claim settings, and the claim history.General & Approval Workflow, Approval workflow (details), Claim Policies and Claim history tabs.
FinanceClaim types, account codes, rates, limits, and who in Finance approves claims.Claim Types tab; Finance names in Claim Assignees.
PayrollThe pay items that claims are paid out under.The payroll columns in the Claim Types tab.

Key terms

Claim type: A kind of expense employees can claim, for example Meals, Mileage or Medical. Each claim type has its own settings, such as whether a receipt is required.

Claim group (optional): A set of claim types that can be submitted together in one claim report and follow their own approval workflow. How to Fill In the Claim Types Tab explains when to use them.

Claim policy: Decides which claim types a group of employees can see, their limits, and which approval workflow their claims follow. Every employee starts in the Default policy until they are assigned to another one, or set to Not applicable if they don't make claims.

Claim limit: The most an employee can claim for a claim type, per transaction, per month and/or per year. Monthly and yearly limits are counted by the transaction date (the date of the expense), not the date the claim was submitted.

Approval workflow: The chain of approvers a claim report goes through, for example Manager, then Head of Department, then Finance. Each step is either a position (the employee's manager, HR, Finance, or the head of one of their org units, such as their Head of Department) or a specific employee you name (for example your General Manager).

Claim Assignees: The named people in HR and Finance who approve claims when "HR" or "Finance" is a step in a workflow. Only one person from each role needs to act on each claim.

← Previous: Expense Claims Data Migration and Verification: Start Here

Next: How Expense Claims Work in brioHR: Claim Journeys, Claim Policies and What Happens After Migration →

Back to Expense Claims Data Migration and Verification: Start Here

 

Ownership

By: Aqilah