How to Manage Your Claims

Overview

This guide walks employees through submitting, viewing, editing, and managing their own claims in the Self-Service Portal of the Payroll Workspace. You’ll learn how to request reimbursements or expense claims, track claim statuses, and update or withdraw claims when necessary.

The self-service claim feature empowers employees to take ownership of their reimbursement process, while giving payroll administrators clear visibility into claim submissions.

Prerequisites

• Access to the Payroll workspace platform
• A claim category must already exist in the system (created by Payroll Administrators)
• Accurate claim details (effective date, amount, category, and supporting remarks)

When You Need This

• Submitting reimbursement or expense requests
• Checking the approval status of a claim you submitted
• Updating details of an existing claim (before final processing)
• Cancelling or deleting claims that are no longer valid

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Step-by-Step Instructions

Step 1: Access the Claims Page

1. Log into your Organogram Payroll workspace at payroll.organogram.app.
2. From the left-hand sidebar, click "Profile".
3. Under Profile, select "Claims".

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Step 2: Submit a New Claim

1. On the Claims page, click the "Add New" button.
2. The Add Claim form will appear.

Fill in the following fields:

• Effective Date – Choose the date the claim applies using the datepicker.
• Category – Select the claim category (e.g., Travel, Medical).
• Amount – Enter the claim amount.
• Remarks – Add any notes or comments to support your claim.

3. After filling in the form, click the "Save" button.
4. A notification will appear: "Claim created successfully".
5. The newly submitted claim will display in the Claims Table.

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Step 3: View a Submitted Claim

1. In the Claims Table, locate the claim you wish to view.
2. Click the three-dot menu icon (⋮) on the right-hand side of the row.
3. Select "View".
4. A full-screen details dialog will display:
   • Amount
   • Effective Date
   • Status (Approved, Pending, or Declined)
   • Submission Date
   • Category
   • Taxable
   • Remarks

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Step 4: Edit a Submitted Claim

1. Locate the claim you want to update in the Claims Table.
2. Click the three-dot menu icon (⋮).
3. Select "Edit".
4. The Edit Claim form will open, pre-filled with the existing details.

5. Make the necessary changes (e.g., Effective Date, Category, Amount, Remarks).
6. Click "Save".
7. A notification will appear: "Claim updated successfully".

⚠️ Note: Claims that have already been processed/approved may not be editable.

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Step 5: Delete a Claim

1. In the Claims Table, click the three-dot menu icon (⋮) next to the claim entry.
2. Select "Delete".
3. A confirmation dialog will appear asking if you want to delete the claim.
4. Click "Yes" to confirm.
5. A notification will appear: "Claim deleted successfully".

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What You’ll See After Submitting

• Your submitted claims appear in the Claims Table.
• Each row displays key details like Category, Amount, Effective Date, Remarks, and Status.
• The Status column reflects whether the claim is Pending, Approved, or Declined based on payroll administrator actions.

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