You can create a new policy related to reimbursement that will be applied to employees. This activity can only be performed by users with the Super Admin or Admin role.

Here are the steps.

1. Go to the "Finance" menu, then select Benefit Reimbursement.
   

2. Next, click "Settings".
   

3. Click “New” in the Create or View Setting Reimbursement section.
   

4. You can also access this through the Account Settings and Company Settings menus.

5. Then, fill in the reimbursement policy information.

6. Enter the Name of the Reimbursement policy.
   

7. Enter the Effective Date of the policy.
   

8. Enter an explanation related to the reimbursement if available.
   

9. Then, there are several setting options you can choose.
   

   No	Field	Description
   1	This Policy has unlimited amount	Check this if you want this setting to have an unlimited reimbursement balance.
   2	Default Reimbursement for new employee	Check this if the reimbursement setting also applies to new employees with two options: 1. Yes: If you want all new employees to receive the reimbursement policy. 2. Select Filter: If you want only certain employees according to the selected filter to receive the reimbursement policy.
   3	Include in Take Home Pay	Check this if the reimbursement will be included as a taxable component when calculating monthly taxes.
   4	Taxable	If you want to set tax on the reimbursement policy. There are two types of tax you can choose: - Tax Type to determine the type of tax setting for reimbursement with the same imposition method as basic salary, gross type, gross up, and net. - Tax Group to apply the tax group setting for reimbursement with the calculation method of taxable allowance (regular) or one-time allowance (irregular).
   5	Prorate on First Year	Check this if new employees receive reimbursement disbursement on a prorated basis.
   6	No Expiry Date	Check this if the reimbursement does not have an expiration date.
   7	Max Request per Merge	If checked, employees can only make a request “X” times after the reimbursement appears.

10. If you check This Policy has unlimited amount, then you can enter the benefit name in the Benefit Name field and the maximum amount that employees can request in the Max Request field.
    

    Example Case: Glasses claim consists of Frame and Lens benefits. The reimbursement ceiling for glasses is 6,000,000, with a maximum benefit for Frame of 4,000,000 and a maximum benefit for Lens of 4,000,000.
    - Employee A requests frame 4,000,000 and lens 1,000,000, which can be processed because it does not exceed the frame limit, lens limit, and the combination is still below the overall ceiling.
    - Employee B requests frame 3,000,000 and lens 4,000,000, which cannot be processed because the total exceeds the glasses reimbursement ceiling.
    - Employee C requests frame 4,000,000 and lens 4,000,000, which cannot be processed because the total exceeds the glasses reimbursement ceiling.

11. The Min Next Claim (months) field determines when the next benefit request can be made; if requests can be made continuously, enter zero. Click Formula if you want to determine the benefit amount using a formula.
    

12. If the reimbursement has an expiration, you can set it in the Expired In section. You can choose based on months or a date in a certain month.
    

13. Check Disbursement by Mekari Expense if you want the reimbursement disbursement to be done through Mekari Expense.
    

    Important
    - To use this feature, you must subscribe to Mekari Expense first.
    - If you use this feature, Include in Take Home Pay cannot be checked because it may cause double disbursement.

14. In the Emerge section, you can choose whether the benefit appears annually, yearly, or monthly.
    

15. If there are limits on the reimbursements/benefits, you can set the limits in the Reimbursement Limit section.
    

    - Amount: Enter a specific amount.
    - Formula: Set limits based on certain criteria such as Job Level, Else, Function, Branch, Organization, Job Position, etc.

16. Next, the First Year Flag can be used to set the timing of the reimbursement balance appearance with a concept similar to leave settings.
    

    - Check Effective From Join Date if you want the reimbursement policy to apply from the employee’s joining date.
    - In the Emerge After section, the reimbursement policy will appear after “X” months.
    - Meanwhile, First Emerge Status sets the policy to appear for employees with the status you select.

17. If the settings are complete, click “Save & Add Policy”.
    

18. The reimbursement policy has been successfully created.
    

    Click the "X" icon to delete a reimbursement policy that has been created.
    Click "Search" to view the policies created for that reimbursement.
    Click the "Three Lines" icon to see the details of the reimbursement created.
    Click the "Person" icon to see the details of employee reimbursements that have been created.

That concludes the explanation on how to create a new reimbursement policy. Click here, to learn how to stop a reimbursement policy.