Digital Expense Reimbursement Case Study

Oupa Baloyi

Expense reimbursement is the process of paying employees back for their out-of-pocket, business-related expenses. This is a common practice in many organisations today. Expense reimbursement is performed when employees spend their own money on business-related purchases, they must get that exact amount back. Employees cannot just come and make claims about things that are not in connection with the company. Thus it is vitally important that every company that has this system in place has to draw up a clear policy to stipulate what kind of expenditure can be and cannot be reimbursed.

Figure: This flowchart shows the claiming process Hulisa uses for expense reimbursement

At Hulisa, employees had challenges with making expense reimbursement claims since other employees were working remotely slightly because of the COVID-19 pandemic, owing that claims had to be made manually. Part of what also made life a bit harder for them is that they were not sure what to claim and what not to. As the picture depicts above, the claimant goes to the Hulisa website and opts for the claim request option.

A digital form will then be opened to allow the claimant to fill it out. When they are done, they will go to the submit option, and then wait for the results. There is a margin for rejection of the claim for any reason. Suppose the form is filled out incorrectly, the approving manager and the account can flag it and have it returned. Otherwise, when the form is filled out well, the expense reimbursement request gets approved and flawlessly sorted out at the speed of lighting.

Utilisation Of Modern Technology

Doing reimbursements manually could be time-consuming and leave a large room for errors if it is not done thoroughly. The time to embrace a digital way of doing things has arrived. Hulisa Business Analyst (Tshenolo Molokwane) came up with the idea of employing Microsoft Forms, for reimbursing an employee for out-of-pocket expenses incurred in the course of conducting business.  

It also enables employees to capture receipts with their mobile devices and send them to the approving accountant and manager. What other interesting stuff about is, that it eliminates human error, thereby ensuring employees are compensated fairly.

The Results

Instead of physically submitting expense reimbursement forms, the approving accountant and manager can able to receive them online. One of the Hulisa employees was compensated rapidly for the data bundles he bought out of his pocket. The system allowed him to even attach and upload proof of their receipt. It is lighting fast and works a treat.

Interested in learning more?

Send us an email at info@hulisa.co.za and we will be happy to have a chat with you to see how we can help. For more information, visit www.hulisa.co.za.

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