Expense reimbursement software with limits and approvals
Employees submit claims from the mobile app with a photo or PDF of the receipt. The annual limit for each claim type is checked on submission, then the manager and HR approve. Approved claims are paid once in the next payroll, with no separate transfer.
What you can do
Claim types and limits
HR sets up claim types such as outpatient care, glasses or business transport, each with an annual limit per employee or no limit.
Submit from the phone
Employees enter the type, date and amount and attach the receipt in the mobile app. The remaining limit is shown before they submit.
Approval flow
Claims go to the direct manager, then HR. A claim can be approved, rejected or returned for correction.
Paid through payroll
Claims approved before the cut-off go on the next payslip as a "Reimbursement" line that is not taxed and not part of BPJS, and are paid only once.
How it works
- 1
The employee submits
Choose a claim type, enter the amount and date, and upload the receipt from the mobile app.
- 2
Manager and HR approve
Approvers see the receipt and remaining limit, then approve, reject or return the claim.
- 3
Paid in payroll
Approved claims join the next salary run and are marked paid when the period is locked.
Frequently asked questions
How do employees submit an expense claim?
The employee opens the mobile app, picks a claim type, enters the amount and transaction date and uploads the receipt. The claim goes straight to the manager for approval.
Is expense reimbursement taxable in Indonesia?
Reimbursement of documented costs spent for the company is generally not employee income. In Stavis reimbursements are paid as a line that is not subject to PPh 21 and not part of the BPJS base.
Can reimbursement have an annual limit?
Yes. Each claim type can have an annual limit per employee that resets on 1 January. A claim above the remaining limit is refused on submission.
When are reimbursements paid?
Claims approved before the attendance cut-off are paid in that period's payroll. Claims approved later go into the next payroll.
See Stavis with your own company
Bring one department, one shift pattern and one month of payroll. We will walk through it with you.
