Reimbursement (Admin Setup)

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Cloud based reimbursement management app designed to cut costs, reduce waiting time & maximize profits.

Cloud based reimbursement management app designed to cut costs, reduce waiting time & maximize profits.

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  • 1. Reimburse Cloud based reimbursement management app designed to cut costs, reduce waiting time & maximize profits Admin Guide Reimburse 1
  • 2. This KnowHow Explains  Overview  Reimburse App Setup Reimburse 2
  • 3. 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. Reimburse 3
  • 4. Reimburse App Setup Log into MBPCloud.com „TimeTracker‟ application. Enter your MBPCloud login credential The Setup process involves 2 parts, namely: 1. MBPCloud General setup which also includes Reimburse approver setting. 2. Assigning Claim Items to users. Reimburse 4
  • 5. Reimburse App Setup I. General & Reimburse Approver Setting In MBPCloud Home page, click Admin app icon You‟ll be directed to Admin section. Reimburse 5
  • 6. 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. Location grid Amend location name Reimburse 6
  • 7. 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. Branch grid Reimburse 7
  • 8. 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. Department grid Reimburse 8
  • 9. 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. Position grid Reimburse 9
  • 10. 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. Reimburse 10
  • 11. 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) Reimburse 11
  • 12. Reimburse App Setup User grid Adding Users Reimburse 12
  • 13. 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) Reimburse 13
  • 14. Reimburse App Setup Approver grid Approver Setting Reimburse 14
  • 15. 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. Reimburse 15
  • 16. Reimburse App Setup Select submenu Reimburse Submenu Permission Reimburse 16
  • 17. Reimburse App Setup You get the following confirmation message once you‟ve completed Reimburse Setup process. Click “Finish” button to close the Setup section. Reimburse 17
  • 18. 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. Reimburse 18
  • 19. 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) Reimburse 19
  • 20. Reimburse App Setup Claims Menu Reimburse 20
  • 21. 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”. Reimburse 21
  • 22. 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. Reimburse 22
  • 23. 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. Reimburse 23
  • 24. 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. Reimburse 24
  • 25. 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. Reimburse 25
  • 26. This completes Reimburse Setup process Your Staff can now start using MBPCloud Reimburse App Reimburse 26
  • 27. THANK YOU! For further information please contact T : 1300 276 266 E : support@mbpcloud.com Follow us Reimburse