You can create a new policy related to reimbursements that will apply to employees. This activity can only be performed by users with the Super Admin or Admin role.
Here are the steps.
Go to the "Finance" menu, select Benefit Reimbursement.
Then, click "Settings".
Click “New” in the Create or View Setting Reimbursement section.
You can also access this through the Account Settings and Company Settings menus.
After that, complete the Reimbursement Policy information.
Enter the reimbursement policy name in the Reimbursement name field. Then, enter the effective date of the reimbursement policy in the Effective date field.
You may optionally provide an explanation related to the reimbursement.
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Next, there are several setting options you can choose.
No Field Description 1 This Policy has unlimited amount Check if you want this setting to have an unlimited reimbursement balance. 2 This policy using currency Check if the reimbursement uses a specific currency, which follows the exchange rate settings you have configured in Currency rate settings.
If you check this option, you must select one of the two payroll processing methods below:
- Keep in original currency: If you choose this option, all payroll calculations will be processed using the selected foreign currency. The salary amount will appear exactly as per the foreign currency on the employee’s payslip without conversion.
- Convert to Indonesian Rupiah: If you choose this option, the system will automatically convert all payroll calculations in foreign currency to Rupiah (IDR). This conversion uses the exchange rate you previously defined and entered into the system, and there is an option to apply Taxable on this component (see table number 5).3 Default Reimbursement for new employee Check 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.
4 Include in Take Home Pay Check if the reimbursement will be included as a taxable component when calculating monthly taxes. 5 Taxable If you want to apply tax to the reimbursement policy. There are two types of tax you can choose:
- Tax Type to determine the tax type setting for reimbursement with the same application method as basic salary, gross type, gross up, and net.
- Tax Group to apply tax group settings for reimbursement with calculation methods for taxable allowance (regular) or one-time allowance (irregular).
6 Prorate on First Year Check if new employees receive reimbursement disbursement on a prorated basis. 7 No Expiry Date Check if the reimbursement has no expiration date. 8 Max Request per Merge If checked, employees can only make “X” number of requests after the reimbursement appears. -
If you check This Policy has unlimited amount, you can fill in the benefit name in the Benefit Name field and the maximum amount employees can request in Max Request.
Important
If you select a specific currency, the currency symbol will appear in the Max Request field.Case Example: Eyeglasses claim consists of Frame and Lens benefits. The eyeglasses reimbursement ceiling is Rp 6,000,000, with a maximum benefit for Frame of Rp 4,000,000 and a maximum benefit for Lens of Rp 4,000,000.
- Employee A requests Rp 4,000,000 for frame and Rp 1,000,000 for lens, which can be processed because it does not exceed the frame limit, and the combined amount is still below the overall ceiling.
- Employee B requests Rp 3,000,000 for frame and Rp 4,000,000 for lens, which cannot be processed because the total exceeds the eyeglasses reimbursement ceiling.
- Employee C requests Rp 4,000,000 for frame and Rp 4,000,000 for lens, which cannot be processed because the total exceeds the eyeglasses reimbursement ceiling. -
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.
Case Example: Eyeglasses claim consists of Frame and Lens benefits. The eyeglasses reimbursement ceiling 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 4,000,000 for frame and 1,000,000 for lens, which can be processed because it does not exceed the frame limit, and the combined amount is still below the overall ceiling.
- Employee B requests 3,000,000 for frame and 4,000,000 for lens, which cannot be processed because the total exceeds the eyeglasses reimbursement ceiling.
- Employee C requests 4,000,000 for frame and 4,000,000 for lens, which cannot be processed because the total exceeds the eyeglasses reimbursement ceiling. 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.
If the reimbursement has an expiration period, you can set it in the Expired In section. You can choose based on months or a specific date within a certain month.
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Check Disbursement by Mekari Expense if you want the reimbursement disbursement to be done through Mekari Expense.
Important
- To use this feature, you must first subscribe to Mekari Expense.
- If you use this feature, Include in Take Home Pay cannot be checked because it may cause double disbursement. In the Emerge section, you can choose whether the benefit appears annually, yearly, or monthly.
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If there are limits on reimbursements/benefits, you can specify them in the Reimbursement Limit section.
- Amount: Enter the reimbursement limit amount. If you select a specific currency, the currency symbol will appear as follows.
- Formula: Define limits based on specific criteria such as Job Level, Else, Function, Branch, Organization, Job Position, etc. -
Next, the First Year Flag can be used to set the timing for the reimbursement balance appearance with the same concept as leave settings.
- Check Effective From Join Date if you want the reimbursement policy to apply from the employee's join date.
- In the Emerge After section, the reimbursement policy will appear after “X” months.
- Meanwhile, in First Emerge Status, the policy will appear to employees with the status you select. Once the settings are complete, click “Save & Add Policy”.
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The reimbursement policy has been successfully created.
- Click the "X" icon to delete an existing reimbursement policy.
- Click "Search" to view the policies created for that reimbursement.
- Click the "Three Lines" icon to see detailed reimbursement information.
- Click the "Person" icon to view detailed employee reimbursement information.
That concludes the explanation on how to create a new reimbursement policy. Click here, to learn how to stop a reimbursement policy.