Reimbursement Approval Flow

Now you can set up a multi-level approval process for reimbursement requests in SalaryBox. Admins can create multi-level reimbursement approval flows from Settings and assign these flows to staff. A flow can include multiple staff members or roles such as Branch Admins, Advanced Attendance Managers, and staff with custom permissions to view and manage reimbursement requests. Once a flow is assigned, a reimbursement request must be approved at every level before it is fully approved.

Note: If no custom reimbursement approval flow is created, reimbursement requests will follow the default behavior where they are approved by the Admin or Branch Admin directly.

How to Create a Reimbursement Approval Flow (Web)

1. Log in to the SalaryBox web app at web.salarybox.in.
2. Click on Settings from the top-right corner.
3. Under Salary Settings, click on Reimbursement Approval Flow.
4. Click the + Add Flow button in the top-right corner.
5. In the Add New Approval Flow dialog, enter a Flow Name.
6. Under Level 1, click the Approvers field and select who should approve at this level. You can choose from Admins, Branch Admins, Advanced Attendance Managers, or individual employees with a custom role that has permission to view and manage reimbursement requests.
7. Configure the If nobody acts setting. By default, this is set to Wait for approval, which means the request will stay pending until the approver takes action. If you want the request to be approved automatically after a set time, change this to Auto-approve and enter the number of days after which the request should be automatically approved.
8. To add another level of approval, click + Add Level. Configure the approvers and auto-approve settings for each additional level.
9. Optionally, enable the Use different approval levels when the request amount exceeds checkbox. Enter a threshold amount (e.g., 5000). When enabled, a separate set of approval levels will appear for reimbursement requests that exceed this amount. Configure the approvers and levels for high-value requests separately.
10. Once all levels are configured, click Add Flow to save.

Your reimbursement approval flow is now created. You can view all your flows on the Reimbursement Approval Flow page, which shows the flow name, number of levels, and the assigned approvers.

Note: If you want to add a custom employee as an approver, you must first grant them the Reimbursement Approve permission. Go to the employee’s profile > User Permission, and enable the Approve checkbox under Reimbursement Management. Only then will that employee appear in the approvers list.

How to Create a Reimbursement Approval Flow (Android)

1. Open the SalaryBox app on your phone.
2. Go to Settings.
3. Under Salary Settings, tap on Reimbursement Approval Flow.
4. Tap the + Add Flow button.
5. Enter a Flow Name.
6. Under Level 1, tap the Approvers field and select who should approve at this level. You can choose from Admins, Branch Admins, Advanced Attendance Managers, or individual employees with a custom role that has permission to view and manage reimbursement requests.
7. Configure the If nobody acts setting. By default, this is set to Wait for approval. To approve requests automatically after a set time, change this to Auto-approve and enter the number of days.
8. To add another level, tap + Add Level and configure approvers for each additional level.
9. Optionally, enable the Use different approval levels when the request amount exceeds checkbox and enter a threshold amount. Configure separate approval levels for high-value reimbursement requests.
10. Tap Add Flow to save.

How to Assign a Reimbursement Approval Flow to an Employee (Web)

1. Go to My Team from the left menu.
2. Click on the employee’s name to open their profile.
3. Go to the Approval Flows section from the left sidebar.
4. Click on Reimbursement Approval Flow.
5. From the Assign Reimbursement Approval Flow dropdown, select the flow you created.
6. Click Update Details to save.

The selected reimbursement approval flow is now assigned to this employee. When the employee raises a reimbursement request, it will follow the approval levels defined in the flow.

Note: Both Admins and Branch Admins can assign a reimbursement approval flow to employees. Each level of the flow must have at least one approver who belongs to the same branch as the employee the flow is being assigned to.

How to Assign a Reimbursement Approval Flow to an Employee (Android)

• Open the SalaryBox app on your phone.
• On the Home screen, tap on the employee’s name.
• Tap the Edit icon on the top right.
• Go to the Approval Flows section.
• Tap on Reimbursement Approval Flow.
• From the Assign Reimbursement Approval Flow dropdown, select the flow you created.
• Tap Update Details to save.

How to Assign Reimbursement Approval Flow in Bulk (Web)

• Go to My Team from the left menu.
• Click on the Approval Flows tab.
• Click on Reimbursement Approval Flow. You will see a list of all staff members with their current flow assignment.
• Click the Update Reimbursement Approval Flow button in the top-right corner.
• In the dialog, click Download Flows under Step 1. This will download an Excel file with all your staff members and their current reimbursement approval flow assignments.
• Open the downloaded file in Excel. Find the Approval Flow column. Click on a cell in this column and select a flow from the dropdown list. The dropdown will show all the reimbursement approval flows your company has created.
• To remove a flow from a staff member, select No flow assigned from the dropdown. Do not change any other columns in the file.
• Save the file and go back to the dialog. Click Update Flows under Step 2 and upload the updated file.

The reimbursement approval flows will be updated for all the staff members in the file. The updated flow will apply to all new reimbursement requests raised after the changes are applied.

Note: You can only select flows from the dropdown in the Excel file. Typing a flow name manually will cause the upload to fail for that row. If a staff member has a reimbursement request that is currently pending approval, their flow cannot be changed until that request is approved, rejected, or cancelled. Such rows will show up as errors after upload.