Raising a Claim

This screen is available in the Employee Portal.
The Driver Portal provides the same feature with simplified rules/

The claim process is designed to:

  • Allow one transaction per approval

  • Keep claim values small for easier review

  • Simplify receipt attachment and approval handling

When a claim is submitted via the Driver Portal, a system-generated email may be sent to confirm claim details.

Only budgets mapped with a REIMBURSE record are available.

A Contracts/Event record may also be created to store the email.
If the driver email is missing:

  • Event is created as incomplete

  • Note added: “Driver email is blank”

If Drivers / Contact → “Driver Claims” is unchecked:

  • Claim creation is blocked

  • User receives a configurable alert

Choose Car

Contract Selection Button

Each active contract is shown as a button displaying:

  • Reg Number

  • Vehicle Description

Clicking a contract:

  • Opens Transaction Details screen

Salary Packaging Rule (Group Contract Type)

Contracts are only shown if:

  • Linked to an Item record

  • Item “Disbursement Type” = Claim

  • Item “Payee” = Employee

  • Valid bank account exists on Item record

  • Supplier type = Salary Packaging

Transaction Details

Vehicle

  • Contract description (display only)

Required Fields

Field

Type

Description

Transaction Date

Date

Date of transaction

Select Budget

Drop List

Budget category (auto-default for Salary Packaging)

Select Type

Drop List

Expense type under selected budget

Amount Fields

Field

Type

Notes

GST Inclusive Total

Num

Enter total amount

GST Amount

Num

Hidden for Salary Packaging

Conditional Fields

Field

Trigger Condition

Odometer Reading

Fuel / Service / Maintenance / Tyres budgets

Fuel Quantity (Litres)

Fuel budget only

Registration Expiry Date

Registration budget only

Insurance Expiry Date

Insurance budget + driver/client policy owner

Attach Receipt

Actions

  • Upload supporting files (photos or documents)

  • Mobile upload supported (camera/file picker)

File List

Each file shows:

  • Name

  • Size

  • Delete option

Attach Button Behaviour

  • If bank account exists → go to Banking Details

  • If not → go to Change Banking Details

Banking Details

Field

Description

Bank A/C

Displays BSB + account number (masked or full)

Buttons

  • Update → Change banking details

  • Cancel → Return without changes (Salary Packaging only)

  • Continue → Proceed to Claim Summary (requires bank account)

Change Banking Details

Field

Description

BSB

Bank branch code

Account Number

Bank account number

Buttons

  • Cancel → Return to Banking Details

  • Continue → Save as default bank account + proceed

Claim Summary

Field

Description

Vehicle

Contract description

Budget

Selected budget

Type

Expense type

To Pay

Claim amount payable

Bank A/C

Destination account

Action

  • Submit Claim → Finalise claim and proceed to receipt

Receipt

Field

Description

Claim

Claim ID

Date

Submission date

Status

Current status

Actions

  • Submit another claim → New transaction

  • Exit Claim Process → Return home

Validations & Alerts

Email Missing

  • Triggered when driver/employee email is invalid

  • User must update email before submitting

Payment Method Missing

  • No valid Payee + Payment Method for Driver Claims

  • System blocks claim creation

No Vehicle / Access Disabled

Triggers if:

  • Driver Claims is disabled

  • No active contract exists

  • Contract type does not support claims

  • Contract dates invalid (start/end/suspended)

Messages:

  • Customisable access restriction message

  • “No active vehicle” warning