BUSINESS PROCESS PROCEDURE - gspp.com.my002).pdf · BUSINESS PROCESS PROCEDURE ... 2. E-Claim...
Transcript of BUSINESS PROCESS PROCEDURE - gspp.com.my002).pdf · BUSINESS PROCESS PROCEDURE ... 2. E-Claim...
GSPP Holdings Sdn Bhd E-Claims User Manual
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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
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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
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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)
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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
F
INA
NC
E
No
ME
DIC
AL
RE
LAT
ED
?
Ye
s
HU
MA
N C
AP
ITA
L
IMM
ED
IAT
E
SU
PE
RIO
R (
M L
ev
el)
(1st
le
ve
l a
pp
rov
al)
Approved 2 / Approval by
Supervisor
(HOD approve all personal claim
within 15th-16th of the month)
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 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)
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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
(go to Transaction �
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
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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
(go to Transaction �
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
(HOD approve all personal claim
within 13th-14th of the month)
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
(HOD approve all personal claim
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
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5. INTERNAL MEMO DATED 27TH APRIL 2017 – EMPLOYEES CLAIMS REQUIREMENTS
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6. INTERNAL MEMO DATED 03RD JULY 2017 – EMPLOYEES CLAIMS – 3 MONTH TIMELINE
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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:
No. Data Entry Name M/O Values
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)
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8.1 Claim detail require as below :
Click on Submit to save your new expense entry
Data Entry:
No. Data Entry Name M/O Values
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.
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No. Data Entry Name M/O Values
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.
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
Example of Tax Invoice Example of Simplified Tax Invoice
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8.2 Additional information is required to be entered for below expense type:
i) Entertainment – Customer (Existing)
Data Entry:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
ii) Entertainment – Customer (Potential) / Supplier
Data Entry:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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iii) Gift / Souvenir – Supplier / Miscellaneous
Data Entry:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Enter nature of expense. Eg : Annual Dinner
2 Gift / Souvenir
Supplier / Misc M Company name �Manual input
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
i) Gifts / Souvenir – Customer (Existing)
Data Entry:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
ii) Mileage Claim
Data Entry:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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iii) Training – Local – Course Fee (Eligible / not eligible for HRD Fund)
Data Entry:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Training
2 Course Title M Manual input eg: Advance Excel
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
iv) Training – Local – TAXI fare/Toll/Touch & Go
Data Entry:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
v) Medical Related – Outpatient – Dependent
Data Entry:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Enter nature of expense.
2 Dependent name M Select from list provided
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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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:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Enter nature of expense.
2 Foreign Worker name M Select from list provided
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
vii) Medical Related – Hospitalisation
Data Entry:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Enter nature of expense.
2 Admitted date from -
to M Indicate the length of hospital stay
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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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:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Enter nature of expense.
2 From date / To Date M Billing period
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
i) Telecommunication – Mobile – Change Plan
Data Entry:
No. Data Entry Name M/O Values
1 Remarks/ Text/
Purpose/ Nature
M Please indicate : Change Plan
2 From date / To Date M Billing period
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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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.
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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
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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.
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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:
No. Data Entry Name M/O Values
1 Bill Type M Select “Prepaid” from drop down list
2 Claim Month / Year M Select the month for your expenses to claim
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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)
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Click on the icon to enter the postpaid details
Data Entry:
No. Data Entry Name M/O Values
1 Invoiced billed/Top-up M Indicate Bill date
2 Invoice/Top-up amount M Top-up amount
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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)
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9.3 Bill Type: Postpaid
Data Entry:
No. Data Entry Name M/O Values
1 Bill Type M Select “Postpaid” from drop down list
2 Claim Month / Year M Select the month for your expenses to claim
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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:
No. Data Entry Name M/O Values
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
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
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)
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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
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11.1.5 Attach supporting document / receipts
Data Entry:
No. Data Entry Name M/O Values
1 Description M To identify supporting document. Eg: Medical claim, TM
net bill & etc.
2 Browse M Browse supporting document to attach accordingly
(Note: in column “M/O”, “M” = Mandatory, “O” = Optional)
Select to quit from document upload process.
10.2 To edit draft claim form
10.2.1 Go to Claim Listing � select Draft
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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.
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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.
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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
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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
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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.
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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