How a claim moves
- The employee adds items (date, category, amount, and kilometres for per-km travel) and attaches receipts.
- HR Bingo applies the category rules (rate per km, amount limits) and the submission deadline.
- The claim goes through your expense approval flow, with notifications at each step.
- Approved claims are paid with salary or by bank, and the employee can see the status at every stage.
Rules for each expense category
| Setting | What it does |
|---|---|
| Rate per km | For travel by own vehicle. The claim is the kilometres multiplied by your rate. |
| Limit per expense | The most that can be claimed for one expense in this category. Leave it empty for no limit. |
| Receipt needed above | A receipt must be attached above this amount. Set 0 to always ask for one. |
| In use | Switch a category off without deleting it. |
Checks before a claim is sent
- An expense cannot be dated in the future or before the employee joined.
- If you set a deadline, staff must claim within that many days of spending.
- Each claim gets its own claim number, and the total is added up from its lines.
How it is paid
Once a claim is approved, HR records how it is paid: with salary, by bank transfer or in cash. A claim to be paid with salary shows as "Approved, to pay" until that month's payroll is processed, and then as paid.
Frequently asked questions
Can we pay mileage at a rate per kilometre?
Yes. Set a per-km category (for example ₹5 per km). Employees enter the kilometres and HR Bingo calculates the amount.
Can claims be paid through payroll?
Yes. Approved claims marked "with salary" are added to that month's payroll automatically.
Do staff need a receipt for every expense?
Only where you ask for one. For each category you set the amount above which a receipt is needed, or 0 to always need one. The claim cannot be sent without it.
Can staff claim old expenses?
You can set how many days after spending an expense may be claimed. HR can still enter a claim for an employee after that.