Entering Claims and Setting Claim Statuses (SAP Library

Entering Claims and Setting Claim Statuses

Use

You follow this procedure in order to do the following

Enter a claim when an employee submits a receipt and set the appropriate status
Approve or reject pending claims
Register an employee's agreement with the rejection of a claim

Procedure

Choose Human Resources ® Personnel Management ® Benefits ® Flexible Spending Accounts ® Account Balance and Claims.

Select the employee(s) for whom you want to enter claims.

Expand the tree section to the appropriate employee and select the employee's plan.

Choose

or double-click on the plan.

The employee's FSA claims record is displayed. If an employee has no claims, you are requested to confirm that you want to create a claim record. Otherwise choose to create a new claim.

Select the Plan type against which the claim is being made and enter the claim amount. The system provides the name of the plan automatically.

Enter the dates on which the claim was submitted and on which the cost was incurred (normally the receipt date).

Enter the Receipt type, Receipt number, and Provider name, if required.

Set the claim status.

You can set the following statuses for claims:

Not yet approved

You can only set this status when initially entering a claim if the employee must provide further information or if further investigation is necessary. Once a different status has been set, you cannot reset the claim to Not yet approved.

Approved

Rejected

It is possible to reject a claim, even if you have initially approved it and the employee has been reimbursed for the expense, because the amount reimbursed can be deducted from the employee's paycheck in the next payroll run. Once a claim has been rejected, however, the status cannot be reset to Not yet approved or Approved.

Agreement given to rejection

If you want to reject a claim, you must seek the employee's agreement before making the rejection final. In this case, you initially set the status to Rejected and then, when agreement has been given, change this to Agreement given to rejection.

Save your entries.

Result

For each new claim a new FSA Claims (infotype 0172) record is created. If the status of a claim is changed or an employee's approval registered, the corresponding record is modified.

Approved claims are taken into account by payroll, and the employee is reimbursed.
Claims that are not yet approved or rejected are not taken into account by payroll.
Records are retained for rejected claims for which the employee's agreement has been registered. If the employee has already been reimbursed for the expense, the record is taken into account by payroll, which deducts the amount from the employee’s paycheck.