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.
To raise an expense claim, Go to Me (1) section, then click on Expenses & travel (2). Now on Pending Expenses (3) page, click on +Add an Expense (4) button.
1.Track distance using odometer reading
Select the expense category (1) from the dropdown menu and choose the appropriate date. Next, enter the starting and ending odometer readings (2). The system will automatically calculate the distance (4) traveled and the corresponding reimbursement amount (3). Once you have entered all the required information, click on Save Expense (5).
Once you are done click on submit claim.
2. Employees can manually add distance traveled
If your organization allows employees to manually enter the distance traveled, you can input the total distance (1) in your preferred units. The system will automatically calculate the corresponding amount (2). After entering the details, click on Save Expense (3) and then proceed to click on Submit Claim (4).
3. Auto calculate distance traveled using clock-in clock-out
In this method, the distance is automatically calculated based on your clock-in and clock-out times. When you clock in (1) using your mobile device, your location (2) is tracked continuously within specific intervals. Similarly, your location is recorded again when you clock out (3). The system then determines the total distance traveled based on these location points.
Begin by selecting the relevant Expense category (1) from the dropdown menu and fill in the additional required details. Then, choose the date for which you wish to submit the claim in the Expense date (2) field.
All recorded clock-in and clock-out instances, along with their respective locations and distances, will be displayed. Select the distances (1) that you wish to include in your claim. The system will automatically calculate the total distance (2) and display the corresponding reimbursement amount (3). Once you have reviewed the information, click on Save Expense (4).
finally, click on the Submit Claim button to complete your request.
