Your headache
Your employees often have a lot of bills, which have to be reimbursed by the company as per the Income Tax law/ policy. These could be LTA, Books and Periodicals, Telephone Allowance, etc.
For approval, your employees must submit all their original bills and completed claim forms to be sent to their line manager and the final approval authority. For example, an employee may need to send his/her original travel bill and the claim form to his/ her manager first. Thereafter, he/ she will need to send it for final approval to either the accounts personnel, the CFO, the finance head or the head office authority, who’ll authorize its reimbursement.
A long-drawn process
Now, this old method is a long-drawn process that adds costs, frustration and waiting time as:
- Your employees must ensure that the original bills aren’t lost in transit while couriering them to their manager or finance approver.
- They need to wait for the original bills and claim forms to reach their manager's desk and then from there to the finance approver! This can sometimes take days or weeks.
- This method adds petty and miscellaneous costs, such as courier charges, that the employee or the company has to bear.
Your need defined
Don’t you wish there was a way to bypass the courier and dispatch process and associated petty costs? Without wasting time and effort and making employees wait for approvals and reimbursements due to procedural delays?
Well, there is a way. One solution that addresses your concern!
Our easy-to-use solution
greytHR unfolds this in five easy and quick steps:
All an employee needs to do is upload his/ her original telephone bills along with the completed reimbursement claim form.
Save and submit it on greytHR.
Immediately, the employee’s manager gets a trigger from greytHR. He/she reviews the original telephone bills and approves this reimbursement claim.
Immediately, greytHR will trigger a final review and approval request to the accounts personnel for the same claim.
The accounts personnel can review the original telephone bills and approve the reimbursement claim for quick disbursement/ credit of the said amount into the employee’s salary account.
Note: The approver can also download and print copies of the original telephone bills for record-keeping, if necessary.
That’s it.
greytHR has added one more reviewer level. With this addition, you can define/ assign one more reviewer for each employee category, team or department. For example, if you had already assigned the sales head as the first-level reviewer for your sales department, now you can assign your accounts personnel as the second-level reviewer.
Your benefits
Your benefits are multifold:
- No more reliance on external courier services or internal snail mail (with heavy attachments of scanned bills) to send original bills and reimbursement claims. No petty expenses or long waiting periods. No more ‘lost in transit’ claims!
- The icing on the cake is that your final finance approver/ accounts personnel can be located anywhere: either in your head office, registered office, either in the same city or another! As greytHR is on the cloud, there won’t be any delays due to distance and location constraints.
- All original bills and claims will always be accessible. This makes auditing a breeze for your accounting team
So go ahead and process paperless reimbursement claims on greytHR in just three stages:
- Upload and submit.
- Review and send for final approval.
- Approve and reimburse.
