Reimbursement Management

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Reimbursement Management

Managing reimbursements doesn’t have to be chaotic. Beehive HRMS Reimbursement Management streamlines the entire process. From claim submission to payroll integration, it ensures 100% policy compliance, zero errors, and real-time visibility.

Be it general business expenses or tax-saving CTC-based components, Beehive HRMS eliminates the manual work and guesswork from every step.

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Stop losing ₹3–5 Lakhs annually to manual reimbursement processes

Delayed payments, policy confusion, and non-compliance can frustrate employees and
make your business bleed money.

Manual Reimbursement is Costing You

Endless Chasing

Finance teams spend hours each month tracking receipts, clarifying policy, and reprocessing claims.

Loss: 40+ hours/month in low-value effort.

Frustrated Employees

Employees lose tax benefits or wait weeks for reimbursement—leading to low trust and satisfaction.

Impact: 65% of reimbursement queries are avoidable with better systems.

Policy Violations and Tax Risk

Unvalidated claims lead to inaccurate Form 16 entries and compliance gaps.

Risk: ₹1–2L/year in tax penalties or audit corrections.

Spreadsheet Dependency

Disconnected processes across finance and HR create reconciliation errors and missed payouts.

Consequence: Frequent delays in payroll cycles and end-of-month close.

Here’s what you need

Beehive HRMS Reimbursement Intelligence

A unified reimbursement system that handles both business expense claims and
structured CTC components—integrated directly into payroll.

For General Reimbursements

01

Snap, Validate & Submit

Employees upload bills via mobile or desktop, with auto-categorization and smart validation for mileage, caps, and duplicates.

Ease: 78% faster processing and an 89% drop in policy violations.

02

Configurable Workflows & Dashboards

Set claim cycles monthly or quarterly, while managers and finance track claims, exceptions, and payouts in real time.

Control: Zero missed submissions and 60% faster claim closure.

03

Seamless Payroll Integration

Approved reimbursements flow directly into payroll with complete accuracy and tax-readiness.

Efficiency: 94% improvement in sync and reporting accuracy.

For CTC-Based Reimbursements

04

Component-Specific Policy Logic

Manage allowances like mobile, LTA, fuel, and medical with policy-aligned rules, caps, and statutory compliance.

Compliance: 100% alignment with CTC structures and legal guidelines.

05

Real-Time Eligibility & Self-Service

Claims are auto-validated against limits (e.g., 2 LTA in 4 years) with employees tracking status, reminders, and payslip exemptions via portal.

Outcome: Zero overclaims and 4.5 hours/month saved per employee.

06

Audit-Ready Documentation

Every claim is auto-tagged, stored, and downloadable for Form 16 and compliance audits.

Protection: 100% audit compliance with zero manual effort.

Simplify reimbursements with automated, tax-smart workflows

Beehive HRMS streamlines employee reimbursements—from fuel to LTA—with automated claim rules, policy alignment, and payroll integration. By digitizing every claim and linking it to structured CTC, it reduces manual work, ensures compliance, and maximizes employee tax savings.

Structured CTC Components

Manage allowances like mobile, fuel, internet, LTA, books, and medical with clear policy rules.

Policy-Aligned Claim
Rules

Auto-validate claims against frequency limits (e.g., 2 LTAs in 4 years) and statutory guidelines.

Tax-Optimized Reimbursements

Approved claims directly reduce taxable income—ensuring maximum employee tax savings.

Configurable Claim Windows

Define monthly, quarterly, or annual cycles to control submissions and optimize exemptions.

Payroll Integration

Approved claims flow into payroll seamlessly for accurate, tax-ready salary processing.

Employee Self-Service Portal

Employees can apply, track balances, and view exemptions directly in their payslip.

Smart Validation
Engine

Duplicate detection, cap checks, and eligibility filters ensure zero overclaims.

Audit-Ready
Documentation

Bills and records stored digitally with claim history for 100% compliance and easy audits.

Enhanced Employee Experience

Faster settlements, clear visibility, and proactive reminders improve trust and satisfaction.

FAQ

What is Reimbursement Management in Beehive HRMS?

It automates CTC-based employee reimbursements like fuel, medical, internet, and LTA claims under salary structures.

Accordion ContentHow does CTC-based reimbursement work?

Employees are allocated reimbursement limits as part of their CTC, and claims are adjusted within that budget.

What is a Flexi Basket in reimbursements?

Flexi Basket allows employees to choose reimbursement heads (like fuel, meal, travel) as per their lifestyle and tax planning.

Can employees submit bills digitally?

Yes, employees can upload receipts and bills through the self-service portal or mobile app.

How does HR ensure claim accuracy?

Beehive follows a maker-checker workflow, where claims are submitted by employees, verified by managers, and approved by HR/finance.

Are reimbursements tax-compliant?

Yes, the system automatically validates claims against tax rules, ensuring compliance and correct exemptions.

Can reimbursements be linked to payroll?

Yes, approved reimbursements directly integrate into monthly payroll for hassle-free disbursement.

Streamline claims, strengthen compliance and elevate employee experience.

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