Reimbursement is the process by which a company compensates employees for expenses they have incurred for business purposes.

A. Creating Reimbursement Categories

Several default reimbursement categories are already provided by Hadirr and can be used directly as needed. In addition, admins can also create new reimbursement categories if required.

Click the Reimbursement menu > Categories > Select “Add Category.”
Enter the reimbursement category name.
Specify the personnel who are eligible to use the reimbursement category.
Define the reimbursement budget policy in Hadirr, which consists of the following two options:
a. Not Specified, meaning the budget policy does not have any limitations or specific rules governing the amount or frequency of reimbursement submissions. If the admin selects a reimbursement category with a “Not Specified” budget policy, there will be no restriction on the reimbursement amount for that category.

Example:
If an admin creates a reimbursement category called “Fuel” without setting a budget policy, there will be no limit on the reimbursement amount for that category. This means employees can submit claims based on the amount they input, for example, IDR 500,000.

Please find the tutorial video attached below:

b. Specified, meaning the budget policy is determined based on a defined budget period and budget type. If the admin selects a reimbursement category with a “Specified” budget policy, the category can be configured based on the reimbursement amount limit and the applicable budget period.

Example:
The admin creates a reimbursement category called “Meals” with the following specified budget policy:
- The budget period is valid for 1 month
- The budget starts from May 10, 2025
- The budget type is set to once per period
- The selected personnel is Albert Triwinanda
- The budget limit is set to “Available” and “Uniform” for all, with a total amount of IDR 500,000
Based on the example above, it means that for the “Meals” reimbursement category with a specified policy, only Albert is eligible to submit reimbursement requests. The maximum reimbursement amount is limited to IDR 500,000 per month. If the submitted amount exceeds the agreed limit, the reimbursement request cannot be processed under this category.

Please find the tutorial video attached below:

📌Notes :

Budget period is determined based on how long the reimbursement budget is valid.
Period start date refers to when the reimbursement category budget becomes effective.
Recurring budget type means the reimbursement category will be automatically renewed each time the budget period ends. In contrast, the One-time budget type means it is only valid for a single defined budget period and will not be automatically renewed.
Budget limit Based on Approver means the budget limit will be determined by the admin or the approving party. For example, if a reimbursement request is submitted for IDR 500,000 but only IDR 300,000 is approved, the approved amount can be adjusted by the approver.
If the selected budget limit is Available, and the admin chooses the Variable option, the admin can set different budget limits for each employee in accordance with company policies.

The policy regarding supporting documents for reimbursement can also be configured, whether it is mandatory or optional.

5. Action column in the reimbursement category includes the following:

Update Personnel/Personnel Group icon: Used when the admin wants to add, modify, or update personnel within a reimbursement category.
Magnifying Glass icon / View Current Budget Remaining: Used to check the remaining available budget in the reimbursement category.
Clock icon / Reimbursement Limit Usage History: Used to view detailed history of reimbursement limit usage submitted by employees.
Pencil icon / Edit Category: Used when the admin wants to make changes to an existing reimbursement category.

📌 Note: Categories that have already been used by employees in reimbursement submissions cannot be edited.

Trash icon / Delete: Used when the admin wants to delete a reimbursement category.

📌 Note: Categories that have already been used by employees in reimbursement submissions cannot be deleted.

B. Monitoring Reimbursement Requests

Reimbursement requests can be monitored through the Reimbursement List menu. This menu displays employee claim data, including the submission status, and also provides reimbursement reports.

Reimbursement Request Statuses in the Reimbursement List
- Pending, this status indicates that the reimbursement request has not yet been processed by the admin.
- Approved, when the admin clicks the checkmark icon in the action column, the status changes from Pending to Approved.
- Rejected, the admin can reject reimbursement requests that do not meet the requirements by clicking the cross icon.
- Paid, this status is applied once the admin has completed the reimbursement payment process, indicated by clicking the card/payment icon in the action column on the reimbursement list page.
Download Summary and Download Reimbursement Report
- Download Summary is used to view a detailed summary report of employee reimbursement requests within a selected period.
- Download Report is used to view detailed reimbursement requests based on selected dates and request statuses, such as Pending, Approved, Rejected, or Paid.

C. Employee Reimbursement Requests and Status in the Hadirr Application

Employees can submit reimbursement requests through the Reimbursement menu.
a. Open the Hadirr application, then click the Reimbursement menu.
b. Complete the reimbursement request details, then click “Submit.”

Please find the tutorial video attached below:
Reimbursement Request Status in the Hadirr Employee Application
- In Process, the reimbursement request has been submitted by the employee and is awaiting approval from the admin.
- Approved, the reimbursement request has been approved by the admin.
- Rejected, the reimbursement request has been rejected by the admin.
- Paid, the approved reimbursement request has been processed for payment by the admin.