Reimbursement for Employees Transaction
(PC00_M40_REMP)
Use
This function enables the processing of claims submitted by employees. You can process both monetary claims (amount) and non-monetary claims (number of units) using the Reimbursement for Employees transaction (PC00_M40_REMP).
While disbursing a claim, the system:
· Checks for the employee eligibility for a particular reimbursement in the current validity period.
· Checks the balances carried forward for a particular reimbursement from the previous validity period.
· Computes the actual eligibility of the employee in the current year, taking into account the eligible amount in the current period, and the balances carried forward from the previous period.
· Checks for the Claims already paid in the current validity period.
· Checks for the Claims due to be paid in the current validity period.
You can disburse the claims processed using this transaction, through a regular payroll run, or through an off-cycle payroll run. When you successfully process a claim through:
· Regular payroll – The system updates Additional Payments infotype (0015).
· Off-cycle payroll – The system updates the Additional Off-Cycle Payments infotype (0267).
Prerequisites
You have configured the Reimbursement Types for your employees. For more information, refer to the IMG activity under Payroll India ® Reimbursements, Allowances and Perks ® Calculate Eligibility for RAPs.
The system only considers those wage types that you have configured as a Reimbursement Type in the table view Reimbursement allowances perks - eligibility and calculation (V_T7INA9), as eligible for a claims process.
Features
· Using this function, you can process the claims for multiple Reimbursement Types of an employee, or multiple employees.
· The system by default checks the previous claim records of the employee while processing the claim. You have an option to specify that the system must not perform this check.
· The date that the employee submitted a claim on, and the amount that the employee submitted a claim for, may differ from the actual date of disbursement of claim, and the actual amount disbursed. If you want to maintain a record of the original claim submitted by the employee, the date of claim submission, and additional details you can do so using the Reimbursement for Employees transaction (PC00_M40_REMP).
The standard SAP system however, does not store this data. You must instead, store this data in customer specific infotypes or tables. You have been provided with a user exit for creating your own customer specific infotypes and tables.
For more information, refer to the IMG under Payroll India ® Reimbursements Allowances and Perks ® Claims ® Capture Additional Claims Disbursement Information.
If you have captured claims information outside the SAP System, you have an option to import this information into the SAP system. You can import this information as a spreadsheet file with a tab delimited document format.
Activities
...
1. To access the transaction, choose the following path from the SAP Easy Access screen: Human Resources ® Payroll ® Asia/Pacific ® India ® Utilities ® Reimbursements, Allowances and Perks ® Claims Disbursement.
2. Enter the necessary information.
3. Select the Off-Cycle reason indicator, if you are processing the claims through an off-cycle payroll run. In this case, the disbursement date will be the date of the off-cycle payroll run. After an off-cycle, the system updates the Additional Off-Cycle Payments infotype (0267) with the disbursement amount. If the disbursement is through a regular payroll run, the system updates the Additional Payments infotype (0015).
4. If you are processing a test run select the Test run indicator.
5. To import data from a file, in case you have captured claims information outside the SAP system, execute the following steps:
a. Maintain data in a spreadsheet in the following format. A row will have the following fields:
■ Field 1 - Employee Number (Numerical character field, Length 8)
■ Field 2 - Reimbursement Type (Character field, Length 4)
■ Field 3 - Disbursement Amount (Length 13 with 2 decimal places)
■ Field 4 - Annual History Check (Possible values are X or Space)
■ Field 5 - Claim Date (YYYYMMDD)
■ Field 6 - Claim Value (Length 13 with 2 decimal places)
b. Save the file in a local folder, in a tab delimited format as a Text (*.txt) file.
c. Execute steps 1 – 4.
d.
Select the Import From File 
option on the selection screen of the
report.
e. Browse and select the file that you have saved in step b.
f. The data gets populated on the screen.
87899999 |
SHRA |
2587.25 |
X |
20060119 |
2587.25 |
6. To obtain an employee wise total of the claims being disbursed, choose Claims ® Claimwise Totals.
7. To execute the claims function, choose Claims ® Process Claims.
A Result of Reimbursement wage payments for employees screen appears. This screen displays a list of all:
¡ Successful Claims – For example, if an employee submits a claim of Rs.2,000 for a medical reimbursement, the system will check for the eligibility and the available balances. If the balances are available, it successfully processes the claim.
¡ Partially Approved Claims – For example, an employee submits a claim for Rs.2,000 for a medical reimbursement, and only Rs.1000 is available. The system will process the claim for only Rs.1000. In this case, the data entry screen will initially display the amount claimed for (Rs.2000), but after the claims processing, the system updates the data entry screen value with the actual amount disbursed (Rs.1000).
¡ Rejected Claims – For example, an employee submits a claim for Rs.2000 for a medical reimbursement and there are no available balances. The system rejects this claim.
To view the details of a claim, select the claim and then choose Claim Details.
You can also process a test run of the claims details that you have captured using this transaction. To do so, select the Test Run option.
See also:
Period End Treatment of Claims