Reimbursement is when employees get paid back for the money they spend. Setting reimbursement claim dates means picking a deadline for employees to submit their expense requests, so the company can process and pay them on time and keep accurate records. The deadline could be the last day of the month or a date decided by the company.

The payroll Overview page in the greytHR Admin portal enables you to set up the last date for employees to apply for their reimbursement claims. This ensures that all expenses for a given period are accounted for and reported promptly.

To view the payroll Overview page, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Main > Overview.

⚠️ We recommend you to contact the greytHR support team before making any changes in settings.

Lock reimbursement claim date for employees

Once you lock the reimbursement claim date, automatically, employees will not be able to submit their claim applications beyond the selected date every month. However, the configuration does not apply to you as an admin when you apply for reimbursement on behalf of your employees.

To lock the reimbursement claim date for your employees, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Main > Overview.

On the Overview page, click the Lock option available next to Payroll.
The On locking payroll below activities will be done pop-up appears.
Select the Automatically lock Reimbursement claims submission from a set date checkbox to enable the option to set the last date for employees to apply for their reimbursement.
From the Lock date for claim submission dropdown list, select the last date as per your requirements.
Note:
1. You can always unlock the changes by clicking the Unlock option.
2. Click the Edit icon to modify the existing changes.
Click Confirm to save the changes. A success message appears.

Alternatively, you can also lock the reimbursement claim date for employees from the Payroll Preferences page.

To lock the reimbursement claim date from the Payroll Preferences page, from the greytHR Admin portal, go to Settings icon > System Settings > Payroll > Payroll Preferences.

Select the Automatically lock Reimbursement claims submission from a set date checkbox to enable the option to set the last date for employees to apply for their reimbursement.
From the Lock date for Reimbursement claims submission dropdown list, select the last date as per your requirements.
Click Save to update the changes.

Note: You can only perform either of the above procedures if you have subscribed to the Reimbursement module.

Frequently Asked Questions:

What does locking the reimbursement claim date mean?

Locking the reimbursement claim date restricts employees from submitting reimbursement claims after a specified date every month, ensuring timely payroll processing and accurate expense reporting.

Who can configure the reimbursement claim lock?

Only admins with access to payroll settings in greytHR can configure or modify the reimbursement claim lock.

Where can I lock the reimbursement claim date?

You can lock the reimbursement claim date from either of the following pages:

Payroll > Main > Overview
Settings > System Settings > Payroll > Payroll Preferences

How can admin lock reimbursement claim date for employees?

To lock the reimbursement claim date for your employees, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Main > Overview.

On the Overview page, click the Lock option available next to Payroll.
The On locking payroll below activities will be done pop-up appears.
Select the Automatically lock Reimbursement claims submission from a set date checkbox to enable the option to set the last date for employees to apply for their reimbursement.
From the Lock date for claim submission dropdown list, select the last date as per your requirements.
Note:
1. You can always unlock the changes by clicking the Unlock option.
2. Click the Edit icon to modify the existing changes.
Click Confirm to save the changes. A success message appears.

Alternatively, you can also lock the reimbursement claim date for employees from the Payroll Preferences page.

To lock the reimbursement claim date from the Payroll Preferences page, from the greytHR Admin portal, go to Settings icon > System Settings > Payroll > Payroll Preferences.

Select the Automatically lock Reimbursement claims submission from a set date checkbox to enable the option to set the last date for employees to apply for their reimbursement.
From the Lock date for Reimbursement claims submission dropdown list, select the last date as per your requirements.
Click Save to update the changes.

Note: You can only perform either of the above procedures if you have subscribed to the Reimbursement module.

Can I change or unlock the reimbursement claim date after setting it?

Yes. You can:

Click Unlock to remove the restriction.
Click the Edit icon to modify the selected lock date.

What happens if an employee tries to submit a claim after the lock date?

Employees will not be able to submit reimbursement claims beyond the configured lock date for that month.

Is the lock date applied every month automatically?

Yes. Once enabled, the selected lock date is applied automatically every month until it is changed or unlocked by the admin.

Does locking reimbursement claims affect payroll processing?

Yes. Locking reimbursement claims helps ensure that all eligible expenses are captured within the payroll cycle and processed on time.

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