How to Submit Fuel Reimbursement claim

Reimbursement is an essential part of employee expense management. Keka HR allows organizations to automate distance calculation to ensure accurate fuel reimbursements based on predefined rules. This guide provides step-by-step instructions on how to raise an expense claim for fuel reimbursement in Keka.

You will be submitting your claim in one of the 3 methods available depending on your organization's specific configuration.

Steps to Raise a Fuel Reimbursement Claim

1. Go to the Me section in Keka.
2. Click Expenses & Travel.
3. On the Pending Expenses page, click + Add an Expense.

Method 1: Track Distance Using Odometer Reading

1. Select the Expense Category and choose the date.

2. Enter your starting and ending odometer readings.

3. The system will calculate both the distance traveled and the reimbursement amount automatically.

4. Click Save Expense.

5. After saving, click Submit Claim.

Method 2: Manually Add Distance Traveled

1. Select the Expense Category and date.

2. Enter the total distance traveled in the allowed unit (e.g., kilometers).

3. The system will calculate the reimbursement amount automatically.

4. Click Save Expense.

5. Then click Submit Claim.

Method 3: Auto-Calculate Distance Using Clock-In / Clock-Out

1. Select the Expense Category and choose the Expense Date.

2. Keka records your clock-in and clock-out locations from your mobile device.
   
   

3. All recorded trips will appear with distance and reimbursement details.

4. Select the specific distance records you want to include in your claim.
   
   

5. The system calculates the total distance and amount.

6. Click Save Expense.
   
   

7. Finally, click Submit Claim.