Reimburse employee claims through Swingvy Payroll

Swingvy tip:
Payroll items are additional items of Payroll. To see the additional items, go to payroll items page in Payroll settings.

Before you begin

Please bear in mind, this page only will be activated in the below scenario:
1. A company account has subscribed to Swingvy add on Payroll Module

Kindly contact the Swingvy team from Monday to Friday 9 AM-6 PM (MYT/SGT) (exclude all Malaysia & Singapore public holidays) to learn more about available Swingvy's plans.
2. The currencies settings in both Payroll Module and Claims Module are matched
If the currencies are not matched, kindly contact Swingvy Customer Success from Monday to Friday 9 AM-6 PM (MYT) (exclude all Malaysia & Singapore public holidays) for further assistance
3. The reimbursement method in claim types is selected as payroll
4. Only approved claims report will be shown in this page
Normally, the submitted expense claim report by your employee goes through the workflow to the administration team. 
  • Submit 
  • Approved 
  • Declined
This is your view if your employee's claim report has been submitted but not being approved by their claims approver.
You only can see the list of claims in Pending Submission once it is approved by their approval. 

Reimburse employee claims through Swingvy Payroll

It is best to check the pay run in the payroll module before starting to submit the claims to payroll. This is to ensure the current month of reimbursement will be activated by the system.
To begin, click "Start Submitting"

Step 1 - Select the payroll cycle

Choose a payroll period and a payroll type of Payroll you wish to attach claim reports to.
Please note, should there is no payroll cycle available, please go to payroll and click pay run menu to "activate" the payroll cycle. The payroll cycle that is unable to be chosen in reimbursement menu was due to no activated pay run at that moment. 

Step 2 - Select employee's claim report

In this step you will see two options: 

All claim reports

This is the list of claim reports that are ready to be submitted to the selected payroll. You can double-check the list and uncheck the report that you don't wish to  be paid out yet.

All ineligible reports

The requesters of the claim reports are not ready for the selected payroll.
The employee (claim requester) needs to be included in that month’s payroll but there can be various reasons why the employee is excluded
  • Unchecked in the payroll list;
  • Resigned;
  • Missing mandatory information to run payroll of that employee
Click Continue once you are done with checking all the reports or Go Back to redo these steps:

Step 3 -  Select payroll item

To submit claim reports to payroll, you need to connect claim types with payroll items.
Swingvy tip:
Successful submission claims report will be added in your employee additional items of selected month payroll. Go to Payroll module to review after you are done with step review and confirm.

Step 4 - Review & confirm

Review the details of the submission. You can complete this process by clicking the “Complete submission” button.
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