👤 This guide applies to the Funds module and is relevant for users with the Assessor or Reviewer role.
Understanding Reimbursements
The funds reimbursement process has been updated to give Claim Reviewers full control over selecting the allocation period for claim reimbursements. Previously, the system automatically assigned allocation periods. Now, Reviewers can manually select, adjust, and filter allocation periods before approving a reimbursement.
This guide explains how the new process works, including step-by-step instructions on approving, modifying, and declining reimbursements.
What Has Changed 🚀
Previous Process
The system automatically determined the allocation period for reimbursements.
Reviewers had no ability to adjust the allocation selection.
New Process
Reviewers can now manually select an allocation period before approving a reimbursement.
System-recommended allocations are still displayed but can be modified or replaced.
How to Approve with a Reimbursement
Step 1: Open the Claim
Navigate to the Claim you'd like to process.
Step 2: Click ‘Approve’
A selection window will appear displaying:
The system-recommended allocation periods and amounts.
The maximum reimbursable amount based on funding initiatives.
Step 3: Modify the Allocation (Optional)
Click on an allocation period to change the source of funds.
Remove the last allocation period if adjustments are needed (to maintain consistency, changes can only be made sequentially).
💡 Pro Tip: You can toggle ‘Hide $0 Allocation Periods’ to remove depleted funds periods from the list.
Step 4: Add Remarks (Optional)
Enter a comment on why a specific allocation was chosen before finalising approval.
💡 Pro Tip: Use remarks to document decision-making, especially for exceptions.
Step 5: Submit or Decline Approval
If Approving, once the total reimbursement matches the approved amount, the allocation selection button is disabled to prevent over-allocation.
If Declining, a claim requires a remark. The remarks section is now in a separate modal for consistency across workflows. Select a preset remark from the dropdown or enter a custom message.
FAQ
What Happens if I Make a Mistake?
What Happens if I Make a Mistake?
If you make a mistake:
Revert the approval to reset the reimbursement and select new allocation periods.
Previously approved claims cannot be modified and must be reverted and reprocessed.
Can I Approve a Claim Without Reimbursement?
Can I Approve a Claim Without Reimbursement?
Yes, you can approve a claim without reimbursement. Select $0 allocation period(s) before approving.
Why Can’t I Remove an Allocation Period in the Middle of the List?
Why Can’t I Remove an Allocation Period in the Middle of the List?
You can't remove an allocation period in the middle of the list to prevent miscalculations. Allocation periods must be removed sequentially, starting from the last entry.
What if I disagree with the Allocation Recommendations?
What if I disagree with the Allocation Recommendations?
If you disagree with the allocation recommendations you can override Sesimi’s recommendations and select different allocation periods manually.