How to Raise Reimbursement / Claims from ESS Portal

Created by Pavithra Devara, Modified on Tue, 14 Oct at 4:06 PM by Yogashree MP

In the StaffingGo application we do have an option collect the employee claims with supporting documents from employee portal ( ESS) to process payout & billing process along with approval matrix.

Once the reimbursement process configurations are completed in the backend (Admin or HR portal), employees can raise their reimbursement claims directly through the ESS portal under the Reimbursement tab.

This module allows employees to submit claims such as General Expenses, Local Conveyance, or Rate per Day with proof attachments for approval.

Once employee login to ESS portal through Web login / Mobile login need to navigate to Reimbursement module.

ESS Portal → Financials option >>Reimbursement → General Expenses / Local Conveyance / Rate Per Day

Choose the category of reimbursement General and click on the add new option to create the claims. Employees can initiate a new reimbursement entry by clicking this option.
Update the all inputs under the claims creation
- Claim For -- Select the claim name - Default will reflect the drop-down .
- Claims period in terms of dates.
- Claim Purpose&description
- Claim Amount (in Rs)
- Upload Supporting Proof (if mandatory as per configuration)
Save the claims as draft if the multiple claims need to update and select all draft claims and submit for approval/ directly submit for approval.
Submitted all claims will reflect to review for the employee approval status.
Using the month filter option can filter the selected month claims and status.

4. Data View Section:

Displays all reimbursement entries raised by the employee for the selected month.
Status indicators show whether a request is Pending, Approved, or Rejected.
Also for the claimed reimbursement paid status which process by the HR team can also view by the employee with UTR through View option.

Note:

Employee can raise reimbursement only for the headers configured and made active.
Proof submission is mandatory if enabled in the configuration.
Rejected or incomplete claims will not be considered in payout.
During submission of the claims and approval mail exchange will happens in the application with notification.
Wrongly submitted claims need to rejected by Reporting person & can modified by the RM.

Field-wise Description:

Field Name	Type	Description / Functionality
General / FBP-Perk	Radio Button	Allows the employee to select the reimbursement type: - General: For standard reimbursements like Travel, Conveyance, Office Expenses, etc. - FBP/Perk: For Flexible Benefit Plan reimbursements, if applicable for TDS
Claim For*	Dropdown	Selects the type of claim being raised (e.g., Local Conveyance, General Expenses, Rate Per Day, etc.). Options are derived from reimbursement headers configured by the admin.
Bill No.	Text Field	Enter the invoice or bill number related to the expense. Optional field, useful for record reference.
Vendor Name	Text Field	Name of the vendor or service provider from whom the purchase/service was availed.
Claim Start Date*	Date Picker	Selects the start date of the expense period. For single-day claims, start and end dates can be the same.
Claim End Date*	Date Picker	Selects the end date of the expense period. Defines the claim duration.
Claim Purpose	Text Box	Provides a description or reason for the claim. Example: “Client meeting travel expense” or “Office supplies purchase.”
Attachment	File Upload	Allows the employee to upload relevant supporting documents such as invoices, receipts, or bills. Proof is mandatory if marked as required during configuration. Multiple formats like PDF/JPG/PNG are supported.
Project	Dropdown	Associates the claim with a specific project, if applicable. Project list is fetched from the assigned employee projects.
Buttons:
Save as Draft	Button	Saves the claim details as a draft without submitting for approval. Employee can review or edit later.
Submit for Approval	Button	Final submission of the reimbursement claim for manager/HR approval. Once submitted, the status changes to “Pending for Approval.”
Cancel	Button	Cancels the current entry and navigates back to the previous screen without saving.

Example Scenario:

Claim For: Local Conveyance
Bill No.: 1456
Vendor Name: Auto Services
Claim Start Date: 01-Oct-2025
Claim End Date: 02-Oct-2025
Claim Purpose: Client visit to ABC Corp.
Attachment: Uploaded travel receipts (PDF)
Project: HRMS Implementation

Employee Action: Click Submit for Approval
Result: Claim submitted → Manager notified → Awaiting approval → Auto-pushed to payroll upon approval