Reimbursement module in Saral PayPack

In this post, we will see the working of the Reimbursement module in Saral PayPack.

Reimbursement is the amount which the employee will get only after they have spent it. In order to claim reimbursement, it should be defined by the company.

In Saral PayPack, you can process Reimbursement in the separate module for monthly payroll computation.

Firstly, in order to enable Reimbursement module in Saral PayPack, go to Option Settings under Initial Settings Menu.

Here, enable Reimbursement under Additional tab.

Note: Enable Food coupon if the employer provides Food coupons to employees.

Next, to process the reimbursement, go to Reimbursement under Pre-Salary Transactions Menu. Here, click on the Master option to enter the details of reimbursement given to the employee.

In the Master screen, enter the details of the reimbursement.

Reimbursement Name: Name of the reimbursement as to be displayed in Payslip
Reimbursement Type: Select the type for the dropdown which is necessary for tax exemption and computation purpose.
TDS Ref: Select the head of TDS under which the reimbursement will be taxable.
Allotment Type: Select the applicable type based on the allotment of the amount to employee i.e., whether there will be monthly allotment of expense to be done by an employee or Lumpsum amount to be allotted on yearly basis or no allotment in case of reimbursements are paid on actual basis.
Mode of Payment: Select from the drop-down on the payment mode, generally Paid in Salary.
Limit Exemption: Select on how the exemption has to be accounted for the reimbursement.

You can enable other options as per your requirement.

Next, if any of reimbursement is set for Monthly or Lumpsum allotment, then you can allot the amount to each employee in Allotment screen.

Here, click on Multi Allot to make an allotment for multiple employees. In case, the allotment has to be done to a single employee then enter the details one-by-one and save.

In Multi Allot window, select the reimbursement type and financial year. Enter the amount to be allotted and click on Valid Months only to allot the amount only for working months. On click of Refresh, it will display the list of employees. Select the employees for whom the allotment is to be done through Filter option or through the individual selection and then click on Save.

Once saved, the details of allotment will be shown on screen. If required, you can change the details.

In the case of LTA (Leave Travel Allowance) type of reimbursement, the allotment has to be done employee wise. During allotment, the Block period has to be selected from the dropdown. Also, the amount to be allotted can be entered directly or can be derived through the Formula.

To enter LTA opening balance (within the block period), right-click on the screen and select LTA Opening Balance.

Here, select the FY and Block period. You will get a list of employees for the selected year and block period. Enter the opening balance and save. In case any amount is carried forward from the older year, the same you can view here. The amount entered will be added to the amount allotment in the current year.

Next, when the employee claims for the reimbursement, the details of such claim have to be entered under Claim.

Here, for multiple employee claim, go to Multi Claim and enter the required details.

Here, enter the required details as applicable.

Note:

In multi Claim screen, if the employee claims the entire allotted amount, click on AutoFill to claim the complete amount.
If you want to consider the claim as a taxable amount, enable Taxable checkbox.

If you claim individually, then enter the details in the main screen and save.

For LTA, after the year-end, if the amount has to be carried forward / lapsed / paid to the employee, such information can be given under LTA Adjust which can be viewed on right-click on the screen.

Here, select the required and entered the details as per the requirement and save.

The bill details for the claims done are entered in the Bill details screen.

You can enter the bill details one-by-one, against each employee and claim reimbursement.

Else, you can import the details from Excel by clicking on Import. The bill details amount entered will be auto-adjusted against the claimed amount and the balance utilizable/pending will be shown.

So, the Food Coupons monthly disbursement is done through Food Coupon Issue option.

Here, click on Bulk Issue and enter the details of the FC issue in the displayed screen. On save, the details will be taken up for salary processing and the same will display in the Payslip.