BUSINESS PROCESS PROCEDURE - GSPP002).pdf · BUSINESS PROCESS PROCEDURE ... 2. E-Claim process flow – Monthly Business Duties Expenditure ... Finance to upload claim data to SAP

BUSINESS PROCESS PROCEDURE

E-Claims User Manual Version 1.1

GSPP Holdings Sdn Bhd E-Claims User Manual

- Confidential - 1 | P a g e

Version Control Version Date Short text / Remarks Completed by

1.0 12.04.2017 Initial Document Tee Chin Wei

1.1 22.08.2017 Revised Document Tee Chin Wei



Contents

1. LOGIN PAGE .......................................................................................................................................... 3

2. E-Claim process flow – Monthly Business Duties Expenditure ............................................................. 4

3. E-Claim process flow – Petty Cash ........................................................................................................ 5

4. E-Claim process flow – HandPhone claim ............................................................................................. 6

5. Internal memo dated 27th April 2017 – Employees claims requirements ............................................ 7

6. Internal memo dated 03rd July 2017 – employees claims – 3 month timeline..................................... 8

7. Claim listing ........................................................................................................................................... 9

8. Transaction ........................................................................................................................................... 9

9. Claim Form ............................................................................................................................................ 9

10. Hand phone claim ............................................................................................................................... 20

11. To attach supporting document / Edit draft claim ............................................................................. 23

12. To view your claim details .................................................................................................................. 25

13. Claim rejected by finance ................................................................................................................... 26

14. Finance to upload claim data to SAP .................................................................................................. 27



1. LOGIN PAGE

1.1 Login Page : http://www.gspp.com.my/claims/login.asp or select from intranet home page

Data Entry:

No. Data Entry Name M/O Values

1 Login ID M Employee number

2 Password M IC Number (by default)



2. E-CLAIM PROCESS FLOW – MONTHLY BUSINESS DUTIES EXPENDITURE

note :

(i) For new E-claim claimant, you are required to submit personal claim form (GSPP intranet � Form �

Finance Form � “Personal Claim – Payment by Giro”) to finance administrator to create your account

in SAP, else you are unable to proceed your claim via E-claim system.

Rejected claim: Should user able to resubmit amendment before 10th of the month, it will be processed

in current cycle.

Create Claim form

(go to Transaction �

claim Form� Claim

type: Normal)

Save as Draft

Finance admin will check

GL, Tax code, supporting,

description & etc

(completed by 10th)

Approved 1 / Approval by

Supervisor

(HOD approve all personal claim

within 13th-14th of the month)

Upload to SAP by Finance admin and

Claimant will receive the payment via

GIRO by 17th – 20th of the month

(e-mail notification will send from bank to

claimant on the payment transaction)

REJECT

(Rejected claim is allow to edit

and re-submit before 10th of the

following month and will be

process next cycle)

CLA

IMA

NT

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NC

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No

ME

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(1st

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Approved 2 / Approval by

Supervisor



HO

D

(Fin

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ap

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Acc

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Re

ject

ed

Ap

pro

ve

d

Rejected

Approved

Rejected

Re

-su

bm

it

Rejected

HR PIC

(HR will check and

release within 11th-12th

of the month)

SUBMIT

(E-claims and hard copies reach

finance by 7th of the month)



3. E-CLAIM PROCESS FLOW – PETTY CASH

note :

(i) Petty cash should be used only for sundry expenses that are work-related not exceeding RM100.

Create Claim form


claim Form� Claim

Type: Petty Cash)

Save as Draft

Finance admin will

check GL, Tax

code, supporting,

description (scan

copy) & etc

Approved 1 /

Approval by

Supervisor

Payment remains

as per existing

practice at

respective division

REJECT

(Rejected claim is

allow to edit and

re-submit)

CLA

IMA

NT

F

INA

NC

E

No

ME

DIC

AL

RE

LAT

ED

?

Ye

s

HU

MA

N C

AP

ITA

L

HO

D

(1st

le

ve

l a

pp

rov

al)

Approved 2 /

Approval by

Supervisor

HO

D

(Fin

al

ap

pro

va

l)

Acc

ep

ted

Re

ject

ed

Ap

pro

ve

d

Rejected

Approved

Rejected

Re

-su

bm

it

Rejected

HR admin

to check

and

release

Email send from Finance admin to notify

respective division administrator / claimant

for hard copy submission (with final approved

claim form) and petty cash collection SUBMIT



4. E-CLAIM PROCESS FLOW – HANDPHONE CLAIM

note :

(i) This claim is only applicable for payment via salary- payroll system

(ii) for New entitlement / termination - HR person in charge to update e-claim system.

(iii) for resign employee – system will detect and block for claim upon staff data been updated.

Create Monthly

Hand phone claim


Hand phone Bill Claim

– Payroll Monthly)

SUBMIT

(E-claims and hard copies reach

finance by 13th of the month)

Finance admin will check

supporting

(completed by 17th of the month)

Approved 1



REJECT

(Rejected claim is allow to edit

and re-submit before 13th of the

following month and will be

process next cycle)

CLA

IMA

NT

F

INA

NC

E

HU

MA

N C

AP

ITA

L H

OD

H

OD

Ne

ed

2n

d

ap

pro

va

l?

Ye

s

Rejected

Rejected

Save as Draft

Acc

ep

ted

Rejected

Approved claim list auto send by

system via email (by 21st, 8:00am

of the month) to HR

Approved 2


within 15h-16th of the month)

No

Uploaded to FlexHR system and

payment release together with

monthly salary paid

Acc

ep

ted

Re

-su

bm

it



5. INTERNAL MEMO DATED 27TH APRIL 2017 – EMPLOYEES CLAIMS REQUIREMENTS



6. INTERNAL MEMO DATED 03RD JULY 2017 – EMPLOYEES CLAIMS – 3 MONTH TIMELINE



7. CLAIM LISTING

- For claimant to check the claim status

8. TRANSACTION

There are 2 transaction type available in this system

(i) Claim Form

a. Monthly Business Duties Expenditure Claim

b. Petty Cash claim

(ii) Hand phone Bill Claim – Payroll monthly

a. Hand phone claim and payment paid through HR payroll system.

9. CLAIM FORM

- go to transaction � select “Claim Form”

Data Entry:


1 Claim Month / Year M Select the month for your expenses to claim

2 Claim Type M Select “Normal” for Monthly Business Duties Expenditure Claim

Select “Petty Cash” for Petty Cash claim

(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)

Click on to enter your claim detail

(1) (2)



8.1 Claim detail require as below :

Click on Submit to save your new expense entry

Data Entry:


1 Date Transaction M Date as stated in the bill / invoice.

2 Tax Type M i. Non-Registered - seller/supplier not registered for

GST, therefore, bill/invoice is without GST number. Note : if you selected this, tax amount will not allowed to input.

ii. Tax Invoice – invoices must with the word “tax

invoice”, “GST registration number” and “rate of

tax”, name, address of the supplier and name,

company name & address of GSPP Holdings Sdn Bhd

/ GS Paperboard & Packaging Sdn Bhd

iii. Simplified Tax Invoice – invoices can be without the

word “tax invoice”, but must with name, address,

GST no of supplier, serial no, date and etc. Note 1 : Simplified tax invoice, the invoice amount is RM500.00 or

less. Require Full Tax Invoice if amount more than RM500.

Note 2: Non-claimable input tax for incomplete documents will

deduct from claims amount.

(Please refer to internal memo dated 27th April 2017, Title:

Employee Claims)

(For more details with regard to GST treatment on tax invoice, please

refer to gsppintranet� home � Links � Goods And Services Tax

(GST) � 01_Specific Guide � 12_Tax Invoice and Records Keeping)

3 Reference No (Invoice No) M Tax / simplified tax invoice serial number

4 Currency O Defaulted MYR, please select if your bill not in MYR.

5 Rate O Defaulted 1 if currency = MYR, else please enter the

exchange rate accordingly

6 Purpose M Defaulted : Business Expenditure claim for month :

X/XXXX (eg:1/2017) Note: allowed to edit if needed.




7 Expense Type M Select what type of expenses you incurred

8 Amount (Include GST) M Amount with GST

9 Tax Amount M Will auto calculate base on the Amount

(Exclude GST), and allowed claimant to change

if the GST calculated amount not equal to

supplier Tax/Simplified tax invoice. Note : Tax Amount will auto calculated if Tax Type =

Tax/Simplified Tax Invoice. If claimant select Non-GST

registered, hence, no Tax Amount would be calculated..

10 Remarks/ Text/ Purpose/

Nature

M Enter nature of expense

11 Cost Center M Defaulted claimant cost center. Allowed to

change if “Re-charge” field been tick.

12 Re-Charge O Tick if claimant wish to re-charge the

expenses to different company or different

cost center. Else, remain blank.

13 Submit M Check and click on "submit" to Finance for

checking.


Example of Tax Invoice Example of Simplified Tax Invoice



8.2 Additional information is required to be entered for below expense type:

i) Entertainment – Customer (Existing)

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. eg : Breakfast, Lunch, Dinner,

Drinks and etc.

2 Customer M Select from the drop down list provided

3 Person Entertained M Name of person you entertained. eg: Mr.ABC

4 Position of person

Entertained M eg: Purchasing Manager


ii) Entertainment – Customer (Potential) / Supplier

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. eg : Breakfast, Lunch, Dinner,

Tea time, Drinks and etc

2 Customer / Supplier M Company name �Manual input

3 Person Entertained M Name of person you entertained. eg: Mr.ABC

4 Position of person

Entertained M eg: Purchasing Manager




iii) Gift / Souvenir – Supplier / Miscellaneous

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. Eg : Annual Dinner

2 Gift / Souvenir

Supplier / Misc M Company name �Manual input


i) Gifts / Souvenir – Customer (Existing)

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. Eg : Annual Dinner

2 Gift / Souvenir

Customer M Select from the drop down list provided


ii) Mileage Claim

Data Entry:


1

Amount (Exclude

GST)

M The Amount is automatically calculated based on the

distance traveled and the prescribed mileage as per HR

policy

2 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. Eg : Urgent sample submission,

For Microsoft Excel training & etc

3 From Destination M Enter the starting point. Eg: GSPP

4 To Destination M Enter the destination. Eg: PP2-Sg Bakap

5 Mileage (KM) M Total mileage




iii) Training – Local – Course Fee (Eligible / not eligible for HRD Fund)

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Training

2 Course Title M Manual input eg: Advance Excel


iv) Training – Local – TAXI fare/Toll/Touch & Go

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense. eg : Toll/Taxi Fare/Touch & Go

2 Course Title M Manual input eg: Advance Excel


v) Medical Related – Outpatient – Dependent

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Enter nature of expense.

2 Dependent name M Select from list provided




vi) Medical Related – Outpatient – FW (claim on behalf)

Messages as below will appear on top of the page to show you the foreign worker balance

entitlement.

Messages as below will appear on top of the page to inform you if your claim amount limit

exceeded.

Data Entry:


1 Remarks/ Text/

Purpose/ Nature


2 Foreign Worker name M Select from list provided


vii) Medical Related – Hospitalisation

Data Entry:


1 Remarks/ Text/

Purpose/ Nature


2 Admitted date from -

to M Indicate the length of hospital stay




viii) Medical Related – Hospitalisation – Follow Up

Separation Period – The hospitalization and surgical benefit is based on a per

hospitalization basis. The separation period required for the same incident / ailment to

be classified as a new case is 30 days back to work. (For more information, please refer

to Employee Handbook: Hospitalisation & Surgical Benefit � Separation Period)

Messages as below will appear on top of the page if claim submitted not within the time

frame.

ix) Telecommunication – Mobile

Data Entry:


1 Remarks/ Text/

Purpose/ Nature


2 From date / To Date M Billing period


i) Telecommunication – Mobile – Change Plan

Data Entry:


1 Remarks/ Text/

Purpose/ Nature

M Please indicate : Change Plan

2 From date / To Date M Billing period




i) Flexi Benefit – Dental, Optical, Broadband and Gym Membership

Submission of Flexi Benefit expenses only allowed to perform in January up to 31 March

of the following year. (For more information, please refer to HR Portal)

Messages as below will appear on top of the page if claim submitted not within the time

frame.



8.3 Click on the icon:

(i) to add more claim

(ii) to delete expense entry

8.4 Click on the icon

(i) - claim will submitted to finance for checking.

(ii) - to save as draft if incomplete.

8.5 You will see a notification message on top of the page saying that your claim have been created

and you will receive the e-mail notification upon claim been submitted.

8.6 To Print Business Duties Expenditure Claim Form

8.6.1 Click on � select Pending Finance



8.6.2 Screen below after 4.7.1 selection � select Print

8.6.3 You are required to submit the form as below and all supporting documentation to

finance for checking.



10. HAND PHONE CLAIM

- For hand phone claim and payment paid through HR payroll system.

9.1 go to transaction, select “Hand Phone Bill Claim – Payroll Monthly”

9.2 Bill Type: Prepaid

Data Entry:


1 Bill Type M Select “Prepaid” from drop down list



9.2.1 Individual submission – claimant info will display as below:

9.2.2 Submission by section (to whoever preparing the summary submission by section, you

will see the list of staff no. as below)

11111

Test User

Test User 11111

88888

Test User

Test User 11111

Test User 80777

88888

Test User (1) (2)



Click on the icon to enter the postpaid details

Data Entry:


1 Invoiced billed/Top-up M Indicate Bill date

2 Invoice/Top-up amount M Top-up amount


9.2.3 Details claim show as below, please check before submit

9.2.4 Message will prompt to you if total claim amount exceed your periodic entitlement.

Test User 11111

Test User 11111

Test User 11111

Test User 80777

88888

Test User

(1)

(2)



9.3 Bill Type: Postpaid

Data Entry:


1 Bill Type M Select “Postpaid” from drop down list



9.3.1 Individual submission – claimant info will display as below:

9.3.2 Submission by section (to whoever preparing the summary submission by section, you

will see the list of staff no. as below), enter all require filed, check and submit when

complete.

Data Entry:


1 Invoiced billed/Top-up M Indicate Bill date

2 Invoice/Top-up amount M Bill / entitlement amount, enter which is lower. Note: Message “Amount more than entitlement” will prompt to

you if you exceed your periodic entitlement.

3 Billed Period M Billing period


88888

Test User

Test User

88888

Testing 88888

Test User 11111

88888

Test User

Testing 88888

Test User 80222

Test User

Test User

80111

80333

80444

(3) (2) (1)

(1) (2)



11. TO ATTACH SUPPORTING DOCUMENT / EDIT DRAFT CLAIM

10.1 To add claim supporting document after your claim been submitted

11.1.1 Go to Claim Listing � select Pending Finance

11.1.2 Click on “view this case” icon

11.1.3 click on the “view attachment” icon on the top left corner

11.1.4 Click on the “Upload file into server” to attach supporting document /

receipts



11.1.5 Attach supporting document / receipts

Data Entry:


1 Description M To identify supporting document. Eg: Medical claim, TM

net bill & etc.

2 Browse M Browse supporting document to attach accordingly


Select to quit from document upload process.

10.2 To edit draft claim form

10.2.1 Go to Claim Listing � select Draft



10.2.2 Click on view to edit claim form

10.2.3 Click on to change details data or to add others claim, click on for deletion

10.2.4 Click on icon for your monthly claim to proceed further or you can save your

claim with click on if incomplete.

10.2.5 You will see a notification message on top of the page saying that your claim have been

created and you will receive the e-mail notification upon claim been submitted.

12. TO VIEW YOUR CLAIM DETAILS

No changes are allowed once claim has been submitted (except for supporting document upload),

but you can view your claim from claim listing.



13. CLAIM REJECTED BY FINANCE

Finance will reject those claims which are not appropriate. Claimant can resubmit the claim once the

errors has been corrected.

12.1 To resubmit � go to Claim Listing � select Rejected

12.2 Click on ”View This Case” to edit

12.3 Refer to “Reject Reason” present at the bottom of the claim form by finance. To edit expense

entry, click on , to delete an expenses entry, click on , then Submit your claim again once

complete.



14. FINANCE TO UPLOAD CLAIM DATA TO SAP

13.1 Go to Claim Listing � select Upload To SAP (Finance)

13.2 Select all relevant selection, finance admin can click on the to preview the list

13.2.1 Preview screen as below:

13.2.2 Before upload to SAP, authorized person only allowed to:

- To view

- To edit



13.2.3 To view – select

13.2.3.1 Preview screen as below:

13.2.4 To edit - Select

13.2.4.1 click on “View Claim” icon at right end corner of each expense type



13.2.4.2 You will see the particular expense entry details on the screen. The editable

fields are:

(i) Tax Type

(ii) Expense Type

(iii) Reference No (Invoice No)

(iv) Tax Code

(v) Remarks/Text/Purpose/Nature

Please check and verify before you clicking on Update icon.

Important note: System will capture the modify data and old data is

irretrievable upon Update.

13.3 Select all relevant selection and click on , then click on

icon for data upload.

13.3.1 Tick on check box by item selection or select to select all � then

select to generate file.



13.3.2 You will see a notification message on top of the page, this is means that claim data

was send to SAP for transaction posting.

13.3.3 Claim amount cannot be modified. Hence Finance administrator can either reject the

claim at “Pending Finance” stage or issue debit advice / credit advise in SAP system via

document type “XA” to adjust the discrepancy after claim been approved.

13.4 To upload e-claim into SAP (program : ZECLAIM)

- Schedule program run to upload/post into SAP.

Sample: SAP upload file

Field mapping between E-claim vs SAP

No E-claim Field SAP Field

1 Staff ID (eg: 88888)

Vendor Code (eg: E88888 with add in alphabet “E”

in front)

2 Date Transaction Invoice Date

3 Date of file generated Posting Date

4 E-Claim no

Reference

5 Purpose Vendor Text

6 Staff Name Assignment



No E-claim Field SAP Field

7 Remarks/Text/ Purpose/

Nature

Text

8 Expenses Type GL acct

2

2

1

4

5

5

7

7

6

8

8

Documents

BUSINESS PROCESS PROCEDURE - GSPP002).pdf · BUSINESS PROCESS PROCEDURE ... 2. E-Claim process flow – Monthly Business Duties Expenditure ... Finance to upload claim data to SAP