Download - Reimbursement (Admin Setup)
Reimburse
1Reimburse
Cloud based reimbursement management app designed
to cut costs, reduce waiting time & maximize profits
Admin Guide
This KnowHow Explains
2Reimburse
Overview
Reimburse App Setup
Overview
Web based app designed to deliver better pay for staff with no extra cost to employers.
A broad view of your entire benefit & expense process from a single integrated system.
Access, request, & approve Claim Requests 24/7 from anywhere in the world.
Automatic processes guarantees FBT compliance reduces risk & minimizes human inaccuracies.
Each employee can be assigned with unique benefits and menus based on their job and salary.
Automated emails trigger requests for approval & claims processing.
Supports up to two levels of approval.
3Reimburse
Reimburse App Setup
Log into MBPCloud.com „TimeTracker‟ application.
The Setup process involves 2 parts, namely:
1. MBPCloud General setup which also includes Reimburse approver setting.
2. Assigning Claim Items to users.
4Reimburse
Enter your MBPCloud login
credential
Reimburse App Setup
I. General & Reimburse Approver Setting
In MBPCloud Home page, click Admin app icon
You‟ll be directed to Admin section.
5Reimburse
Reimburse App Setup
Follow steps below:
Step 1: Enter Location Details
(a) enter “location name” & click “Add” button,
(b) location entered will get listed in the location grid,
(c) repeat same process to add more locations,
(d) once you‟ve added all locations, click “Next” button.
6Reimburse
Location grid
Amend location name
Reimburse App Setup
Step 2: Enter Branch Details
(a) select location from dropdown,
(b) enter “branch name” & click “Add” button,
(c) branch entered will get listed in the branch grid,
(c) repeat same process to add more branches,
(d) then click “Next” button.
7Reimburse
Branch grid
Reimburse App Setup
Step 3: Enter Department Details
(a) select branch from dropdown,
(b) enter “department name” & click “Add” button,
(c) department entered will get listed in the department grid,
(c) repeat same process to add more departments,
(d) then click “Next” button.
8Reimburse
Department grid
Reimburse App Setup
Step 4: Enter Position Details
(a) enter the position name,
(b) set a level for the position from the dropdown,
(c) position entered will get listed in the position grid,
(c) repeat same process to add more positions,
(d) then click “Next” button.
9Reimburse
Position grid
Reimburse App Setup
Important:
Hierarchy of Levels are set in ascending order, with ‘Level 1’ being the lowest.
Approvers should be assigned a level higher to that of Requesters.
For further details, please check the Information tool-tip provided.
10Reimburse
Reimburse App Setup
Step 5: Add Users
(a) enter following user details – name, role, branch, position, department, email address &
MBPCloud login password. Then click “Add” button.
(b) User will get listed in the user grid,
(c) click “New” button & repeat same process to add more users,
(d) then click “Next” button.
(refer screenshot in next slide)
11Reimburse
Reimburse App Setup
12Reimburse
Adding Users
User grid
Reimburse App Setup
Step 6: Assign Approver(s)
(a) select department/team from dropdown,
(b) select approver‟s email address from manager‟s email address dropdown,
(c) enter approver‟s name.
(d) enter email address to send a copy (if required).
(e) if a second-level approval is required tick primary approver check box, select secondary
approver‟s email address & enter approver‟s name.
(f) Click “Add” button.
(g) approver(s) for the selected department will get listed in the approver grid,
(h) repeat same process to add approvers for other departments,
(i) then click “Next” button.
(refer screenshot in next slide)
13Reimburse
Reimburse App Setup
14Reimburse
Approver Setting
Approver grid
Reimburse App Setup
Step 7: Provide Reimburse submenu Permission to users
You can provide access to Reimburse submenus to users as per your requirement.
(a) select staff type (permanent/contract/external) from dropdown,
(b) select staff/user role (admin/user) from dropdown,
(c) select staff/user name from dropdown to assign Reimburse submenus,
(d) from the submenu list that appears, select the submenus to assign to the chosen user by
ticking the respective check-box.
(e) click “Save” button.
(f) repeat same process to assign Reimburse submenus to other users.
(g) repeat same process to assign Reimburse submenus to other users.
(h) once Reimburse submenu permission has been provided to all users, click “Next” button.
(refer screenshot in next slide)
Note: User will view/access only those Reimburse submenus that have been provided to them.
15Reimburse
Reimburse App Setup
16Reimburse
Reimburse Submenu Permission
Select submenu
Reimburse App Setup
You get the following confirmation message once you‟ve completed Reimburse Setup process.
Click “Finish” button to close the Setup section.
17Reimburse
Reimburse App Setup
II. Assign Claim Items to Users
In MBPCloud Home page, click Reimburse app icon
You‟ll be directed to Reimburse app page.
18Reimburse
Reimburse App Setup
Go to Reimburse Setup section by clicking the “Admin” submenu.
You‟ll be directed to the Admin section.
Here, click “Reimburse Setup” submenu.
You‟ll be directed to the Claims Menu, which list various types of benefit & expense items.
(refer screenshot in next slide)
19Reimburse
Reimburse App Setup
20Reimburse
Claims Menu
Reimburse App Setup
Assign claims (benefit & expense items) to your staff.
Claim Types:
1. Benefits – comprise amounts to be included in the staff member‟s remuneration package for the
selected period.
2. Expense – comprises money spent or incurred by the staff member as part of carrying out
business related work.
Steps to be followed to assign claim items to staff
Step 1: Select Claim Type by ticking either Benefits or Expenses radio button under “Claims Menu Type”.
21Reimburse
Reimburse App Setup
Step 2: Select the Staff to assign claim item(s) from user dropdown.
Step 3: Define the Period for which the claim items are assigned to the user “Start & End Date”.
You can either set a common date range for all assigned items, or separate date ranges for each item.
Note:
Once the defined cut-off time has been reached, all items are automatically terminated from that user,
unless extended previously.
22Reimburse
Reimburse App Setup
Step 4: Select Claim Item(s) to be assigned
• Select a claim item by ticking on the respective check-box.
• Select the payment type for that item by ticking a payment option (Allowance/Direct Pay/Reimburse)
if not pre-selected. Then click “Submit” button.
All items under the selected claims menu type will be assigned to the user.
Note:
You can assign a different set of items to the user under a different claims menu type by clicking the
respective claims menu radio button & following the same steps as explained above.
23Reimburse
Reimburse App Setup
Qualification
The Agree button is provided in all the qualifications however this will be shown to the user only while
submitting the any claim for first time.
When a user clicks the claim button for any particular item for the first time, the qualification will pop-up
and in that the user have to accept the qualification otherwise the system won‟t allow the user to proceed
further.
The acceptance of the qualification is recorded in our database with date & time.
Acceptance of the qualification is not applicable for admin setup.
24Reimburse
Reimburse App Setup
Step 5: Terminating claim items assigned to users
Claim Items assigned to a user can be terminated at any point in time prior to the defined cut-off time.
To do so:
• Select user from user drop-down list.
• Click “Terminate” button above the Claims Menu.
All claim items assigned to the selected user will be immediately terminated and no longer be available for
that user.
25Reimburse
This completes Reimburse
Setup process
Your Staff can now start using MBPCloud Reimburse App
26Reimburse
THANK YOU!
Reimburse
For further information please contact
T : 1300 276 266
Follow us
