Manage category in reimbursement

Nov 29, 2019

Reimbursement is the act of compensating someone for an out-of-pocket expense by giving them an amount of money equal to what was spent. The reimbursement as per the organization policy can be paid as a fixed amount every month, or the claimed amount by the employee.

Hawk HR enables admin to manage the categories in the reimbursement according to the requirement. Admin can customize the categories according to the respective company policy.


Refer to the following steps to manage the categories for reimbursement:

  1. Navigate to: Control Panel -> Payroll -> Reimbursement

  2. Click on the Categories button (given in the navigation bar), a new page opens up showing fields to manage the categories

  3. Select the Component Type (Medical, Conveyance, LTA, Taxable, Non Taxable)

  4. Enter the Name of the reimbursement category

  5. Enter the Description for the reimbursement

  6. Enter the Financial Year for which the reimbursement is to be done

    1. Pro Rata basis: Allows you to reimburse the amount in pro rata basis depending on the exempted limit specified for the category.

    2. Is Elapsable: Enabling the box will allow you to make the not claimed reimbursement to be elapsed at the end of the financial year.

    3. Is CTC: Enabling the reimbursement amount to be CTC component in case of all the required documents submitted by the employee and verified by the employer. The employee can view the reimbursement in the CTC by clicking on Compensation->My Compensation on Main Panel.

  7. Payment Mode: Select the payment mode as Salary or Payout or none

    1. Salary mode: Enabling the option will allow the reimbursement to be done while the salary is processed.

    2. Payout: Enabling the option will allow the reimbursement to be done without processing the salary.

    3. None: Enabling this option will allow the reimbursement to be made but no payment will be done to the employee.

  8. Monthly Limit: The monthly limit for the reimbursement for the category (month wise).

  9. Yearly Limit: The yearly limit is the limit till which the reimbursement can be made for the category. The yearly limit has the following options available:

    1. Enabled: Enabling the option will allow viewing the monthly limit visible on his portal in reimbursement section.

    2. Allow self-declaration: Enabling this option will allow the employee to edit the reimbursement value against the category from the Main Panel.

    3. Show in Investment Declaration: Enabling this option will display the reimbursement category in the Investment declaration for the employee.

The entry will appear in the table given below on the same page. All the changes will be made instantly.