Process Help Document for Out of Pocket

Reimbursement
Out of Pocket Reimbursement service is fully automated service
where in, approval of key executive as per guideline in the
circular O.O. No. ONGC/ER/CP/REM/001 OFFICE ORDER (REM-001)
Dated: 22nd December, 2008, will be obtained online and on
approval payment will flow to monthly payroll on real time basis
with out any intervention of HR and PCS.

New Process flow :

Employee Controlling
Approving
Officer Officer

After Approving Officer approves the claim the payment is automatically

generated for payment through salary.

Kindly note that:

1. Approving Officer’s level should be E7 or E8 or E9, and

2. Approving Officer should hold L1 level position in HR system.

Detailed Process document

The new process has been created in SAMPARC in tab for Reimbursement of Out
of Pocket Expenses.
This new service is available in Reimbursement node as shown below:
 On clicking Reimbursement node another sub-node for Out of Pocket
Reimbursement is displayed:

On clicking this sub-node for Out of Pocket Reimbursement following services

are displayed:

1. Raising Out of Pocket Claim

2. Forwarding/Approval of Pending Out of Pocket claims

First service of Raising Out of Pocket Claim is to be used by Officers who wish
to apply for claim of his/ her Reimbursement of Out of Pocket expenditures.
Second service for Forwarding/Approval of Pending Out of Pocket claims is
to be used by Controlling Officer and Approving Officer for the purpose of
Approving for either Forwarding the claim (if user is not Approving Officer) or
Approving the claim (if user himself is Approving Officer)
On Approving record for payments are automatically created in system for
payment of claim through next salary run.

Note: Approving Officer means Approving Authority for the purpose of

Approving Out of Pocket Reimbursement claim – Key Executive not less than
E7 level officer)

1. Raising Out of Pocket Claim

On clicking the Raising Out of Pocket Claim service following screen is

displayed:

Claim month and Year will show the claim period.

Status will be as following:

Saved – Employee has entered the details of the claim. However, the claim is
yet to be submitted to employee’s Controlling Officer.
Submitted – Employee has entered and submitted the claim to his Controlling
Officer. User ID under Pending with column will show the CPF number of
employee against which claim is pending.
Approved – Submitted claim has been approved by Approving Officer and
payment is to be processed automatically through salary run.
Rejected – Submitted claim has been rejected by either Controlling Officer or
Approving Officer.
Here NEW button is to be used for raising a claim. Kindly note that if Status of a
claim already submitted is REJECTED then also system allows employee to raise
claim again.
EDIT button is to be used for changing/adding or submitting already saved
record.
PRINT button can be used to view the final payment amount of submitted claim.

On pressing NEW button system will ask user the following information:

Please note Executive who are directly attached with Key executive can
only select the YES button all others reporting to Key executive will
select the NO button.

This will bring up following screen with 15 lines if answer is YES or 10 lines if
answer is NO.

Please enter claim month and claim year.

IMPORTANT:
If Employee’s level is between E1 to E6 then PAR chain for that employee must
be in place. In case PAR chain is not maintained then system will not allow
employee to go further. In such cases employee is required to contact his/her
PAR officer at location to maintain the par chain properly. All transferee cases
are requested to check his/her Par chain before submitting the claims.

When system does not allow user to enter any details in Controlling Officer
CPF Number field then PAR chain is properly maintained for employee.

In case Employee’s level is E0 or upgraded to officer level then in such cases PAR
chain will not be there as of now. In such cases user is required to enter CPF
number of his/her Controlling Officer. The location of the Controlling Officer
should be same as that of User.

In case employee’s level is E7 to E9 and employee himself is not Approving

Officer then User is required to enter CPF Number of Approving Officer for his
claim. The location of the Approving Officer should be same as that of User.

In case employee is directly reporting to CMD or a Director then also user is

required to enter CPF Number of Approving Officer for his claim.

There may arise a situation where system gives error message when user tries to
enter the CPF number of Approving Officer in an Editable field – even though the
level of Approving Officer is E7 or above. Kindly note that for being Approving
Officer in system following conditions are required –
• Approving Officer’s level should be E7 or E8 or E9, and
• Approving Officer should hold L1 level position in HR system.

Therefore, an Approving Officer, though is having level E7 or E8 or E9

may not be having L1 position in system. Alternatively such officer
though are not having L1 level position yet may directly be reporting to
a Director. Such cases may be referred to ICE team so that needful
configuration to maintain the level of such departments in special
category in HR system. (Maintain OrgUnit headed by such executives in
a table)

User will then enter the claim date in DD.MM.YYYY format. The date can be
selected from available dropdown as shown below:
Then user is required to enter the values in Time From and Time To fields:

IMP:
1. Please note that Time should be entered strictly in HH:MM format for 24
hours. e.g. 11 AM should be entered as 11:00. 5:30 PM should be
entered as 17:30.
Please note that 11.00 or 17-30 is not correct. If time is entered in wrong
format then user will be required to come back to previous screen and
start all over again.
2. For working day please enter the period of overstay only. e.g. for working
day instead of mentioning 09:30 to 19:45 please mention 17:30 to 19:45
only as this is the extra time for which user is claiming Out of Pocket
reimbursement.

Then enter details of job done and then select Working Day or Closed Day.
If user has selected Working Day then value will automatically selected as NA
under Transport Facility availed column.
If user has selected Closed Day then user is required to select YES or NO under
Transport Facility availed column.

After entering the details user can press SAVE button to save the details.
At the end of month after entering details of all days (or even at first occasion
itself after pressing SAVE button) employee can press SUBMIT button.
On submitting the claim it will be visible to Controlling Officer’s/Approving
Officer’s 2nd service - Forwarding/Approval of Pending Out of Pocket
claims.

2. Forwarding/Approval of Pending Out of Pocket claims

On select the second service Forwarding/Approval of Pending Out of

Pocket claims following screen will appear:

This screen will show all the employees under the user who have raised Out of
Pocket claims for Approval or forwarding the same to Approving Authority.

Note:
If Approving Officer CPF Number field in above screen cannot be entered
then either user is Approving Officer or System is able to find out employee’s
approving officer based on user’s PAR chain.
In case system is not able to identify the Approving Officer for the employee then
the above field will be editable and user is required to enter the CPF number of
the Approving Officer (Key Executive with E7 or above level for that location)
before proceeding ahead.

User is required to select one of the claims in above screen and press DISPLAY
button. This will bring forth the following screen:
In above screen system shows the detail of the claims entered by the employee.
User can select and delete 1 or any number of rows by pressing DELETE ROW
button in case user does not accept the entry for a given date by employee.
User can also reject the whole claim from employee giving his reasons by
pressing REJECT button.
Once user is satisfied with the entries (raised by employee as it is or by deleting
1 or some rows) he can press APPROVE/FORWARD button.

Pressing APPROVE/FORWARD button will bring user back to first screen.

If User himself is Approving Officer then pressing APPROVE/FORWARD

button will give user the following message: “Claim Approved for Payment”

If User himself is NOT Approving Officer then pressing APPROVE/FORWARD

button will give user the following message: “Claim forwarded for Approval”