HRWorkWays OAAR Planner Walkthrough along with Reimbursement Scan Image UploadJune 6, 2013 Getting Started The 10 digit personal identification number (PIN) and 8 digit alpha-numeric password has been sent to your official email id Logon to www.hrworkwaysindia.com. You may login to the website anytime, anywhere Click on “Log On” Enter your PIN / Password and Choose “Employee login” You will be prompted to change your password Change the password to a 8 letter alpha-numeric password For any query, clarification or assistance, you may write to [email protected] quoting the following mandatory information - Your Name, Emp Id and Company Name. Note: The pay components that are captured in this presentation are generic in nature & are not Company specific. Your Company specific pay components would appear when you logon to HRWorkways. Homepage Click here to log on Login Screen: Enter the Login Credentials Click Here to Sign-in . HRWorkWays Navigation Shortcut to most viewed links Sub-menus for navigation . if you want to opt for Vehicle Reimbursements / Driver Salary Ensure to click on “Submit” to save your Vehicle related information Important: The Vehicle Reimbursement & Driver Salary planner will be enabled for you to plan once updated your vehicle related details under “Vehicle Information” Conveyance Allowance of Rs. . if you are opting for Vehicle Reimbursement & Driver Salary . 800 per month will be paid to you as taxable.Vehicle Information Please select the Vehicle Information. Click here to process the Other allowance allocation . Click here to plan components Important: The “Other Allowance Taxable” & Employee plan total will be calculated after clicking on “Process My Plan” post plan changes. Annual amount will be auto populated 1.Allocation Process Single screen for both planner & planner report. refer to “Annual Plan for the year” for the annual plan amount. 2. Enter Monthly Plan Amount 3. Important: The “VEHICLE REIMBURSEMENT” & “DRIVER SALARY REIMBURSEMENT” employees who have updated their Vehicle details. Previous slide for details) 4.Other Allowance Planner. under “Vehicle Information” link. Click “Max Annual Entitlement” amount Click to view your per month eligibility. (Refer. Enter the monthly plan amount & annual value will be auto calculated basis the plan effective date. My New Annual Plan Amount Click here if you wish to modify your plan Other Allowance taxable to be paid monthly. . calculation breakup Ensure to click on “Confirm & View Report” to freeze the flexi planning Post clicking on “Confirm & View Report”. the revised CTC breakup screen will appear with the new plan changes. Refer the date wise CTC balancing calculation grid.Planner – Post Planning Click on “Confirm & View Report” to submit your plan changes. Click checkbox to claim reimbursement Generated Voucher can be re-printed Enter number of supporting documents to be submitted for the claims Save : Click on “Save” button to temporarily save the records. This data can be modified again. Claims once printed can not be changed. . Print: Click on “Print” button to generate the online voucher. Enter the claim amount as per the bill under" Details tab”.Claim Reimbursements Generate on-line reimbursement voucher & claim reimbursement amount online. Bill date should be within current FY. Original medical bills to be submitted. Photo copies of bills will be rejected Bill should be in the name of the employee or dependants. Overwritten / tampered will be rejected. .Medical Reimbursement Details Screen to update the medical bill-wise details for Medical reimbursement processing. the web claim form will be printed.My Transactions – Claim Reimbursements Unique voucher id is generated. Click on “Print”. This web claim form along with the respective actual reimb bills should be stapled & drop in drop-box. . This will help us track claims in future. Please refer the claim id for any reimb queries. Click here to save details entered . Select the nearest city update place .LTA Reimbursement Details page Click here to save details entered Place to be updated in case you don’t find city in the drop down . Contn. of LTA Reimbursements Claim form Click on Back. the voucher will be printed . go to claim reimbursement screen Click on Print . The land line /Mobile phone number will come in dropdown for section in the Claim details page Updated Address of land line /mobile Click here to save Click ADD for new entries Click Delete “edit “ no deletion is allowed incase the claimed previously with updated number Note :Claim can be made against one Landline or Post paid mobile connection or Internet connection including data card. .Telephone Reimbursements details page Screen to update the telephone bill-wise details for telephone reimbursement processing Update landline/Mobile & Address as onetime activity. broadband. of Telephone Reimbursements details Based on the actual bills system will restrict to 80% of the bills amount for payment Select a Voucher Number . .Contn. phone number Click here to save Update Actual bills amount Note : Claim can be made against one Landline or Post paid mobile connection or Internet connection including data card. broadband. Original bills required & employee can submit bills against any or all the three type of expenses. Contn. go to claim reimbursement screen Click on Print . of Telephone Reimbursements Claim form Click on Back. the voucher will be printed . Voucher Reprint Select Voucher Reprint to reprint a confirmed voucher . Voucher Reprint Select a Voucher Number . Select the Month parameters Click here to get the status of claim . relevant remarks will be updated.Claims History: View the approval status of the reimbursement claim post reimbursement validation process. In case of rejection. Voucher Reprint – Medical Reimbursement Displays the employee details Displays the amount available under Medical Reimbursement as shown in the Claim Reimbursements screen . Voucher Reprint – Medical Reimbursement The details of the bills submitted as proof of expenditure are displayed Space for the employee’s signature and the current date Displays an Employee Declaration . Click on details page 1.Simulation steps (process flow) Simulation Step-1 . . Choose the pay component Click to view the guidelines of proof submission Click on “View Proofs and Guidelines” link to read Company specific instructions to submit the bill.Claim Reimbursements 2. Simulation Step-2 – Fill the details page 1. The duplicate bills cannot be submitted with the same “Bill Number” and “Bill Date”. Click on back to navigate 1. Click on “save” to save records 3. Update the billwise details 2. . the claimed amount appears under “Current month claims”. once you generate the voucher the claim will be freezed. . • Click on “Print” to generate the voucher.of images to be uploaded • Based on the data updated under the “Details” tab.Simulation Step-3 – Generate the voucher Claimed amount Click “Print to generate voucher Click “Save” to save the data Enter the no. In the above example.Simulation Step-4 – View Generated voucher Voucher# which is a reference for scan image upload process Information about the reimb processing dates Create the zip file of scan images related to the voucher. . the voucher#245 should contain the scan image of only “Medical Bills”. 2.Simulation Step-5 – Upload the scan images All Voucher IDs. Once employee upload images for a voucher. where scan image is not uploaded will appear in drop-down Select the voucher to upload scan image Click to upload scan images Browse the path of the Zip file Notes: 1. Post successful image upload. 3. the additional images cannot be uploaded for the same voucher. employee will receive an auto-mailer. employee will receive an auto-mailer to re-upload the scan images again for that voucher . If the image upload is failed or corrupted. 4. Prepare the voucher ID wise zip file of corresponding reimbursement bill images. following auto-mailer will be sent to official e-mail id of employee If the scan image upload is failed or corrupted. following auto-mailer will be sent to official e-mail id of employee to upload the scan images once again on portal .Scan Image Upload -Status After the successful upload of scan image. PNG. reimbursement scan image has failed/corrupted. what should employee do? Answer # 6 : Goto link “Upload Reimbursement Images”. BMP. how to upload the scan image? Answer # 4 : Create two different ZIP files of LTA bills & Medical bills.Frequently Asked Questions . Employee will see the “failed voucher ID” again in the image upload drop-down. . Question # 6 : Employee has received an auto-mailer stating that. Choose the respective voucher ID & upload. PDF file formats as part of ZIP file.FAQs Question # 1 : Where can employee read the guidelines to submit the reimbursement claims? Answer # 1 : Go to Claim Reimbursement link & click on “View Guidelines & Proofs” Question # 2 : What are the various formats of images which can be uploaded under a ZIP file? Answer # 2 : We can upload the JPEG. Question # 4 : Employee has generated the vouchers W1 & W2 for LTA & medical respectively. Question # 5 : How will employee know whether his/her reimbursement scan images are being uploaded? Answer # 5 : An auto-mailer will be sent by EOD regarding the image upload status. Select the voucher ID & upload the ZIP file once again. JPG. Question # 3 : What is the maximum size of a ZIP file of each voucher? Answer # 3 : You can upload upto 20MB for single voucher. TIFF. IT Extract on the “E-Documents” authenticity . For those Scan images where you may have received the scan image with Secured mode with password encrypted / with null password Don’t upload the scan image with Secured mode with password encrypted/with null password .tif/.Zip file with out zipping it Do not upload a corrupted file The File format of the scanned files should only be any of the these (.Which will show as (secured) Convert the pdf files in to(.Jpg/.Bmp) format or re-scan PDF file with non secured mode and upload.Zip file before uploading it Don'ts Do not upload the file with out zipping it Do not upload the .zip file which consists of files with formats any other than the once accepted (.Scan Image Upload Contd… Dos and Don'ts Dos The file should be uploaded with a valid .Bmp) Don’t upload a .Jpg/.tif/. open the file and view the file headed .pdf/..Zip files The .tif/.Bmp) All the scanned files in the .pdf/.zip file should be in black and while Remove the password protection The .Jpg/.pdf/.Zip file size which is exceeding 20B in sixe Consolidate all the scan files into a single .Zip file should not be password protected To find the secured file. Forgot Pin & Password . If the entries made are matching with our database then Pin & Password would be e-mailed to employee .Forgot Pin & Password Please fill-in details like Email ID. Employee ID and DOJ. which will be validated online with our database. Auto mailer .Pin & Password Upon successful validation. an auto-mailer will be sent to employee provided e-mail id to ensure privacy. . .Thank you.