You can customize the reimbursement policy in Mekari Talenta according to your company's needs with the help of AI-based verification. The AI Policy Verification feature simplifies the validation process for employee claim submissions, thereby reducing the required approval stages (approval).
Important
If you need more information about this feature, including how to activate it or add AI token quotas, please contact our team at support-hr@mekari.com.
The following are the steps for managing AI Policy Verification settings.
Go to the “Settings” menu.
Then, on the Finance tab, select Reimbursement.
In the Reimbursement policy section, you can complete the Reimbursement Name (reimbursement policy name), Effective Date (the effective date of the reimbursement), and Reimbursement Description (reimbursement description) fields.
Then, apply the AI Policy Verification feature by checking the following checkbox.
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In the Policy rules section, you can select a “Policy category”. The reimbursement categories you can select are Travel & Business Trip, Food & Representation, Medical & Health, Communication & Remote Work, and Office, Training & General.
Important
Make sure you select the correct category because it cannot be changed after it has been selected and applied. -
Then, you can upload the policy document for AI by clicking “Add policy document”.
If you choose the option to upload a policy document, you can upload a document in PDF, PPTX, or DOCX format by clicking “File”. Then, click “Add document”.
The following is an example of the document's contents.
Once the system has successfully interpreted the document you uploaded, the following information appears. In the following example, the image displays the Policy document section in the AI reimbursement policy settings, which is used to upload a guideline document so that AI can automatically analyze it and provide rule recommendations. In this view, you can monitor the status of the rule summary, which includes 7 suggested rules (suggested), 12 rules awaiting review (pending review), and 5 rules that require manual configuration. To review the generated rules, click the “Review suggested rules” button. If necessary, you can also replace the document using the “Replace document” button.
When you select “Review suggested rules”, you are directed to the following page. You can check the rules that will be applied based on the document you uploaded. In the following example, there are 7 policy criteria that you need to review with the status Needs review. You can select “Accept” to accept, “Edit” to modify, and “Delete” to delete a policy. The status changes to Accepted when you accept it or Deleted when you delete it. Scroll down this page to complete the review. When you have finished checking, click “Finish review” so that the system applies these settings.
Policies that the system cannot read require manual configuration. You can click “Add to AI rules” to add them to the AI rules, or “Ignore” to disregard the suggestion.
After you finish the review, the status of this column changes to Reviewed.
Alternatively, you can manually enter criteria by clicking “Add criteria”. Then, in the “Select criteria” menu, you can select the submission criteria to which rules will be applied, such as Merchant type, Receipt type, Receipt date, and Items/keywords. In the “Operator” field, you can select the Operator option to display the Type field, where you can select one of the available operators (for example, if you select the Policy category Travel & Business trip, the available options include Grab, Gojek, Maxim, and so on). Finally, in the “AI Decision” field, you can select the AI decision for the criterion: Need Review or Auto-reject.
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Next, you can add additional rules for AI in the Additional AI rules.
Explain the reimbursement policy in simple and specific sentences so that AI can accurately evaluate claims using logic such as the following:
- Use if–then logic (example: If the receipt date is more than 30 days ago, reject it)
- Describe observable conditions, not assumptions
- Define clear limits (amounts, dates, categories, quantities)
- Use consistent terms for the same objects
- Avoid vague words such as "usually", "as appropriate", or "valid" -
To configure the eligibility of reimbursement claims for family members, you can click “Select relationship” and select one of the family members (Self, Spouse, Child, or Parent). If there are certain additional restrictions or requirements that need to be applied, click the Add rule button.
When you click “Add rule”, you can add conditional restrictions (Conditional Restrictions) by specifying criteria in the Field section (such as Items / Keywords, Merchant type, Receipt type, Employee gender, or Employee marital status), Operator (exclude/include), and Value, change the family relationship policy in Allowed family relationship override, or delete the rule by clicking the Remove button.
For example, in the settings below, the primary family relationship allowed under ALLOWED FAMILY RELATIONSHIP is set to SPOUSE. Under CONDITIONAL RESTRICTIONS, a special rule is added whereby when the Field Employee marital status is Is married, the system specifically sets ALLOWED FAMILY RELATIONSHIP OVERRIDE to SPOUSE. This setting ensures that reimbursement claims for a spouse are processed and approved by AI only when the relevant employee's marital status is verified as married.
In the Required documents section, click “Add field” in the Receipt / Invoice section to add data fields to be extracted from the document (Extraction). Next, enter the Field key and Description, set the field status (Optional or Mandatory), and enable the checkbox “Required only when condition matches” if the field is required only when certain conditions are met. To add a supporting document, click “Add Supporting Document”. Then, specify the Document type, enter the Description, select the requirement level (Optional or Mandatory), and set the attachment condition (Always required or Conditional). You can also add data fields to be extracted from supporting documents or delete the document by clicking “Remove”.
To ensure that this policy applies as intended, simulate it by clicking “Simulate AI verification”. If the settings are correct, save this policy by clicking “Save & add policy.”
This concludes the guide to managing AI verification settings for reimbursement policies in Mekari Talenta. Next, you can learn how to submit a reimbursement as a Super Admin/Admin here.