COMPLETE CLAIM MANAGEMENT GUIDE

e-Claim Management Guide

Step-by-step guide for setting up, submitting, approving, and paying employee claims with BMO HRM e-Claim system. Simplify your claim processes today.

Setup Guide Claim Process Payment Methods
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Introduction Admin Setup Claim Process Approval Workflow Payment Methods Reports & Analytics Best Practices

About e-Claim System

Every company has different claim types such as Parking Claims, Medical claims, Mileage claims, Toll Claims, etc. Each claim might have different claim limits. BizCloud HRM helps your company manage employee claims efficiently and process payments through the payroll system.

Key Benefits:
  • Automated claim submission and approval workflows
  • Real-time tracking of claim status
  • Integration with payroll for seamless payment
  • Mobile app support for on-the-go claims
  • Comprehensive audit trails for compliance
Common Claim Types:
Travel Allowance Medical Claims Mileage Parking Client Entertainment Office Supplies

Administrator Setup

1Create Claim Types

  1. Go to e-Claim > e-Claim Setting > e-Claim Type
  2. Enter all necessary details:
    • Claim Type: Name of the claim (e.g., "Parking Claim")
    • Income Type: How it appears in payroll
    • Claim Amount: Default or maximum amount
    • Taxable: Whether claim is taxable
    • Approval Required: Auto-approve or manual
  3. Click Save
Menu Path: e-Claim → e-Claim Setting → e-Claim Type
Required Fields: Claim Type, Income Type, Claim Amount

2Set Claim Limits

  1. Go to Employee > Employee Type
  2. Select Employee Type (e.g., Permanent Staff) > Edit
  3. Enter limits for each claim type:
    • Limit/Year: Maximum claimable per year
    • Limit/Day: Maximum per day
    • Limit/Month: Maximum per month
    • Carry Forward: Allow unused limits to next period
  4. Click Save

Different employee types (Permanent, Contract, Intern) can have different claim limits.

3Configure Approval Hierarchy

Set up multi-level approval process for claims:

  1. Navigate to HR > Approval Setting > Approval Set
  2. Create or edit approval sets for claims
  3. Assign approvers at different levels
  4. Set approval thresholds (amount-based approvals)
  5. Assign approval sets to employees in their profiles

For claims above certain amounts (e.g., RM 5,000), additional approval levels may be required.

Claim Process Workflow

Submit

Employee submits claim

Pending

Awaiting approval

Approve

Superior approval

Payment

Process payment

Report

Record keeping

1Employee Claim Submission

Via Web Portal:
  1. Login to employee portal at login.bmo.my
  2. Go to e-Claim > Apply Claim
  3. Enter claim details:
    • Title and description
    • Claim date
    • Claim type and amount
    • Project/Client code (if applicable)
  4. Upload attachments (JPEG, PNG, GIF, PDF)
  5. View total claim amount at bottom
  6. Click Save & Email for approval
Via Mobile App:
  1. Open BizCloud HRM mobile app
  2. Tap on e-Claim module
  3. Select New Claim
  4. Take photo of receipt using camera
  5. Enter claim details
  6. Submit for approval

Multiple claims can be submitted in one entry with multiple attachments. Mobile app supports receipt scanning via camera.

Claim Approval Process

2Superior Approval Process

  1. Approvers go to e-Claim > e-Claim Approval
  2. View new claim applications requiring attention
  3. Click attachments to view supporting documents
  4. Review claim details and amounts
  5. Click Decision button
  6. Select appropriate action:
    • Approve: Full approval
    • Approve with Changes: Modify amount/remarks
    • Reject: With reason for rejection
    • Pending: Request more information
    • Cancel: Remove from system
  7. Click Submit to finalize decision

Status update emails are automatically sent to employees upon approval/rejection.

Multi-Level Approval System

For larger claims or specific claim types, multi-level approval is required:

Level 1: Immediate Supervisor

Reviews claim validity and supporting documents

Level 2: Department Head

Approves based on department budget and policies

Level 3: Finance/HR Department

Final approval and payment processing

Level 4: Director/CEO (if applicable)

Required for claims above certain threshold

Claim Payment Methods

Monthly Payroll Payment

Claims paid together with monthly salary

Processing Steps:
  1. Go to e-Claim > e-Claim List
  2. Click Update Payment for approved claims
  3. Enter payroll date, paid date and amount
  4. Click Update

Claims will appear in payroll under appropriate categories (e.g., Parking claims under Driver Benefits).

Run payroll normally to process claim payments with salaries.

Payment Voucher

Immediate payment via voucher system

Processing Steps:
  1. Login at https://login.bmo.my/padm/
  2. Go to e-Claim > e-Claim List
  3. Select claim and click Update Payment
  4. Click Payment Voucher
  5. Fill in voucher details and SAVE
  6. View issued vouchers at Ledger > Cash Book Entry

Ideal for urgent claims or standalone payments.

Vouchers require additional approval from finance department.

Direct Bank Transfer

Electronic funds transfer to employee account

Processing Steps:
  1. Export approved claims to bank payment format
  2. Upload to company's online banking system
  3. Mark as paid in e-Claim system
  4. Upload payment proof/reference number

Supports bulk payments for multiple claims.

Petty Cash Reimbursement

Immediate cash payment for small claims

Processing Steps:
  1. Employee collects approved claim form
  2. Submit to finance department
  3. Receive cash payment with receipt
  4. Finance updates payment status in system

Typically for claims under RM 500.

Reports & Analytics

1Accessing Claim Reports

  1. Login through login.bmo.my
  2. Go to e-Claim > e-Claim List
  3. Use search filters to find specific claims:
    • Date range (monthly, quarterly, yearly)
    • Employee name or department
    • Claim type or status
    • Amount range
  4. View status (Approved/In Progress/Rejected) in the table
  5. Click Export to CSV/Excel for records

Claims appear in employee pay slips under designated categories. Finance department can generate tax-related reports for audit purposes.

Pending Claims Report

View all claims awaiting approval with aging analysis.

Department Budget Report

Track claim expenses against department budgets.

Employee Claim Summary

Individual employee claim history and limits.

Best Practices

For Administrators
  • Define clear claim policies and communicate to all employees
  • Set realistic claim limits based on employee types
  • Regularly review and update claim types
  • Train approvers on company policies
  • Monitor claim trends and identify anomalies
For Employees
  • Submit claims promptly with complete documentation
  • Ensure receipts are clear and readable
  • Follow company claim submission deadlines
  • Check claim status regularly
  • Use mobile app for convenience
For Approvers
  • Review claims within 48 hours of submission
  • Verify supporting documents thoroughly
  • Provide clear reasons for rejections
  • Escalate suspicious claims to finance/HR
  • Maintain consistency in approval decisions
For Finance Department
  • Process payments according to schedule
  • Maintain proper audit trails
  • Reconcile claim payments monthly
  • Generate tax-compliant reports
  • Monitor compliance with company policies

Need Help With e-Claim Configuration?

Our specialists can help you set up automated claim workflows, configure approval hierarchies, and integrate with your payroll system for seamless processing.

Contact Support Free Trial