€ e-Claim Module

Digital expense claims made simple

Quick Access

1. Introduction

The e-Claim module in BMO HRM Suite transforms traditional expense reporting into a streamlined digital process. This solution enables employees to submit claims electronically while providing approvers with tools to efficiently review and process reimbursements.

Key Benefits

Paperless expense submission
Mobile-friendly claims processing
Automated policy enforcement
Real-time claim tracking
Comprehensive reporting
Integration with approval workflows

Who Uses This Module?

Employees: Submit expense claims
Managers: Approve/reject claims
HR/Finance: Configure policies and monitor usage
Administrators: Manage system settings

Note: The e-Claim module integrates with the broader BMO HRM Suite, allowing for seamless data flow between expense management and other HR functions.

2. System Access

2.1 Web Portal Access

Navigate to: Menu > e-Claim

Begin submitting or reviewing claims

2.2 Mobile App Access

Download the BizCloud Mobile App from your device's app store

Select the e-Claim option from the main menu

Mobile Advantage: The app allows you to photograph and upload receipts directly from your mobile device, making on-the-go expense reporting effortless.

Security Note: Always ensure you're using a secure network when accessing the e-Claim system, especially when submitting sensitive financial information.

3. Submitting Claims

3.1 Apply New Claim

Navigate to: Menu > e-Claim > Apply Claim

Select the appropriate Claim Type from the dropdown

Enter the expense Date, Amount, and Description

Upload supporting documentation (receipts, invoices)

Review the information and click Submit

Receipt Requirements: Ensure receipts clearly show:

Vendor name
Date of purchase
Amount paid
Items purchased (if applicable)

3.2 Batch Claims Submission

For multiple expenses from the same trip or period:

Go to: e-Claim > File Claim

Click "Add Item" for each expense

Complete details for each line item

Attach corresponding receipts

Submit the entire batch when complete

Tip: Batch submissions are ideal for business trips where you accumulate multiple expenses (transportation, meals, lodging) over several days.

Common Claim Types

Travel Expenses

Airfare
Hotel accommodations
Local transportation

Meal Expenses

Business meals
Client entertainment
Team lunches

Other Expenses

Office supplies
Professional development
Mobile phone expenses

4. Claim Types Configuration

4.1 Defining Claim Types (Admin)

Navigate to: Menu > e-Claim > e-Claim Setting > e-Claim Type

Click "Add New" to create a claim category

Configure settings for each type:

Attachment requirements
Daily/monthly/annual limits
Employee type or department restrictions
Approval workflow assignments

Save the configuration

Important: Changes to claim types affect all future submissions. Consider communicating policy changes to employees before implementation.

4.2 Checking Personal Claim Policy

Go to: Menu > e-Claim > My e-Claim Policy

View your available claim types and limits

Check usage history and remaining balances

Pro Tip: Review your claim policy before making purchases to ensure they're reimbursable and within your limits.

Sample Claim Type Configuration

Claim Type	Daily Limit	Monthly Limit	Attachment Required
Local Transportation	$50	$300	Yes
Business Meals	$75	$500	Yes (receipt)
Office Supplies	No limit	$200	Yes (invoice)

5. Approval Workflow

5.1 Setup Approval Levels (Admin)

Navigate to: Menu > HR > Approval Setting > Approval Set

Create a new approval workflow or edit existing

Define levels using logical AND/OR combinations

Assign approvers to each level

Set escalation rules if needed

Save the approval set

Flexible Configuration: The system supports unlimited approval levels to accommodate complex organizational structures and varying claim amounts.

5.2 Approving Claims

Approval Methods

Web Portal

Go to: Menu > e-Claim > Claim Approval

Review claim details and attachments

Approve, reject, or request changes

Add comments if necessary

Email Approval

Open the approval notification email

Click the direct action link

Review and take appropriate action

Submit your decision

Mobile App

Open the BizCloud Mobile App

Go to Pending Approvals

Review the claim

Approve or reject with comments

Approver Responsibility: Always verify receipts match claimed amounts before approval. Flag any suspicious claims for review.

6. Claim Reporting & Monitoring

6.1 Monthly Reports

Navigate to: Menu > e-Claim > e-Claim Report

Select date range and other filters

Choose report type (summary, detailed, etc.)

Generate and review the report

Export to Excel or PDF if needed

Report Types Available:

Departmental expense summaries
Individual employee reports
Claim type analysis
Approval timeline reports

6.2 View Submitted Claims

Go to: e-Claim > My Claim History

Filter by date range or status

View detailed information for each claim

Check approval status and comments

Status Indicators:

Pending - Awaiting review
Approved - Cleared for payment
Rejected - Requires resubmission

6.3 Exporting Data

From any report view, click "Export"

Choose format (Excel, PDF, CSV)

Select data range and columns

Download the exported file

Integration: Exported data can be used for accounting system imports or further analysis in spreadsheet applications.

8. Troubleshooting

Common Issues and Solutions

Issue	Solution
Claim rejected without reason	Check approval comments in claim history. Contact approver if unclear.
Cannot upload receipt	Ensure file is <10MB and in JPG, PNG, or PDF format. Check internet connection.
Limit reached message	View your personal policy under My e-Claim Policy. Contact HR if exception needed.
Approval notification not received	Check spam folder. Verify notification settings in your profile.
Incorrect claim amount calculation	Verify currency settings. Check for automatic currency conversion if applicable.

Support Contact: If issues persist, contact your HR system administrator or the BMO HRM support team with specific error details.

9. Best Practices

For Employees

Submit claims promptly (within 2 weeks of expense)
Provide clear documentation and descriptions
Group related expenses into batch claims
Review your claim limits before spending
Keep personal copies of all receipts

For Approvers

Review claims within 3 business days
Verify receipts match claimed amounts
Provide clear feedback when rejecting
Escalate suspicious claims to finance
Use bulk approval for multiple claims

For HR/Finance

Regularly review and update claim policies
Conduct quarterly audits of claim patterns
Provide training for new employees
Monitor approval turnaround times
Analyze reports for policy improvements

System Maintenance

Update claim types as business needs change
Review approval workflows annually
Archive old claims according to policy
Test new features before deployment
Communicate changes to all users

Continuous Improvement: Gather feedback from users regularly to identify pain points and opportunities to streamline the claims process further.