Welcome to the Claims module, the latest feature in Talenox designed to make managing expenses easier for everyone.
HR / Admins will love the ability to track and manage expense claims for both individuals and teams, ensuring that everything is in order and processed on time.
This 6-part walkthrough will guide you on the following:
Part 2 - First Time User - Admin
You are currently at Part 2 of this 6-part guide - showing you the steps for a first time Admin 😄
Please note that this is a beta version of the Claims module, so you might
encounter some bugs and errors.
If you do, feel free to reach out to us at support@talenox.com.
This article is an overview of what you need to know as an admin for the claims module. You need to set up these settings below to ensure that it runs smoothly.
Access Management
Expense Policies
Admin Expenses
Team Receipt
1) Access Management
For Super Admin/Admin,
There are 3 level of access
Hidden - Module is completely hidden from user
View Only - No edits can be made to the claims settings by the user, only view purposes
Manage - Able to edit all the claims policy settings such as Expense Policies, Admin Expenses and Team Receipt
To grant access for an Admin to manage the Claims module, you will need to change the access rights to “Manage” in Profiles > Employee Listing > User Account > Claims(Admin).
For Approver:
Hidden - Unable to see approver dashboard
View Only - Approver dashboard is viewable but the approver cannot approve the expense claims
Manage - Able to review, approve and reject expense claims
A user can be an approver and a user without being an admin.
For User:
Hidden - Module is completely hidden from user
View Only - Module is viewable by employees but no submission of expenses and receipts
Manage - Able to add, edit, delete expense and upload receipts
To grant access for an employee to create a claim and submit their receipts, you will need to change Claims(User) access rights to “Manage”.
For existing users, you can mass edit their Claims access rights by following this article.
2) Expense Policies
As a new admin, to set up the claims policies in Talenox, you can click Claims> Expense Policies and click Add Policies to create a expense policy.
When you create a new policy, you need to fill up the Policy Title, Currency, and Payment Type.
For a more detailed explanation of the expense policy, you can refer to this article.
3) Policy Groups
As a new admin, you need to set up policy groups and the approval structure which claims approvers will be assigned to for approving/rejecting claims applications made by these employees only.
You can click Create New Group to create a new policy group.
There are 4 steps to create a policy group.
Step 1: Enter the Group Title and Currency
You will need to select the Policy Group Title and Group Currency. We do not support multi-currencies in a single policy group.
Step 2: Select Employees
You can click the checkbox to add the employees into the policy group
You can also select the Filter feature to select the employees based on Department or Job Title.
Step 3: Select Expense Policies for this Group
You can select the policies tagged to this policy group. Only policies in this group's selected currency will be shown. A policy can be attached to multiple policy groups.
Step 4: Select approvers and set approval levels
Select Add New Flow to add a new approval flow
To edit the default approval flow, click the three dots and press Edit
You can select the type of approval for Default Claims Policy
Admin only - Only admins can approve/reject claims
Auto-approval
You can also select the type of confirmation
By Admin - Approved claims will go through a confirmation step by Admin
Auto Confirmation
For a more in-depth guide regarding the approval flow, please refer to this guide here
4) Admin Expenses
When you enter the claims module, you will be brought to the Expense Admin Dashboard. You can click Claims > Admin Expense to access this page.
On this page, you can add an expense on behalf of your employee. Click Add Expense and select the employee(s) that you want to create an expense for.
Currently the expense flow for Admins in Talenox is
Draft
Pending
Rejected
Approved
Confirmed
Processed
For a more in-depth guide regarding the expense flow, please refer to this guide here
4) Team Receipt
You can view, upload, and manage receipts on behalf of your employees. You can click Claims > Team Receipts to enter this page.
You can select the employee by clicking the employee’s name.
You will able to see all the receipts that is under this employee after you select the employee’s name.
This is the end of the guide. Hope this helps you to better understand the Claims Module in Talenox! 😁