HRWorkWays OAAR Planner Walkthrough along with Reimbursement Scan Image Upload

June 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 infohos@aonhewitt.com 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

Vehicle Information

Please select the Vehicle Information, 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. 800 per month will be paid to you as taxable, if you are opting for Vehicle Reimbursement & Driver Salary .

Other Allowance Planner- Allocation Process

Single screen for both planner & planner report. Enter the monthly plan amount & annual value will be auto calculated basis the plan effective date; refer to Annual Plan for the year for the annual plan amount.
Click Max Annual Entitlement amount Click to view your per month eligibility.

2. Enter Monthly Plan Amount

3. Annual amount will be auto populated

1. 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.

Important: The VEHICLE REIMBURSEMENT & DRIVER SALARY REIMBURSEMENT employees who have updated their Vehicle details, under Vehicle Information link. (Refer. Previous slide for details)

4. Click here to process the Other allowance allocation

Planner Post Planning

Click on Confirm & View Report to submit your plan changes. Refer the date wise CTC balancing calculation grid.

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.

Claim Reimbursements
Generate on-line reimbursement voucher & claim reimbursement amount online.
Enter the claim amount as per the bill under" Details tab.

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. Print: Click on Print button to generate the online voucher. Claims once printed can not be changed.

Medical Reimbursement Details

Screen to update the medical bill-wise details for Medical reimbursement processing.

Original medical bills to be submitted. Photo copies of bills will be rejected Bill should be in the name of the employee or dependants.

Bill date should be within current FY. Overwritten / tampered will be rejected.

My Transactions Claim Reimbursements

Unique voucher id is generated. This will help us track claims in future. Please refer the claim id for any reimb queries.

Click on Print, the web claim form will be printed. This web claim form along with the respective actual reimb bills should be stapled & drop in drop-box.

LTA Reimbursement Details page

Click here to save details entered

Place to be updated in case you dont find city in the drop down . Select the nearest city update place .

Click here to

save details
entered

Contn. of LTA Reimbursements Claim form

Click on Back, go to claim reimbursement screen

Click on Print , the voucher will be printed

Telephone Reimbursements details page

Screen to update the telephone bill-wise details for telephone reimbursement processing

Update landline/Mobile & Address as onetime activity. 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, broadband.

Contn. of Telephone Reimbursements details

Based on the actual bills system will restrict to 80% of the bills amount for payment Select a Voucher Number , 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. of Telephone Reimbursements Claim form

Click on Back, go to claim reimbursement screen Click on Print , the voucher will be printed

Voucher Reprint

Select Voucher Reprint to reprint a confirmed voucher

Voucher Reprint

Select a Voucher Number

Claims History:
View the approval status of the reimbursement claim post reimbursement validation process. In case of rejection, relevant remarks will be updated.

Select the Month parameters

Click here to get the status of claim

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 employees signature and the current date Displays an Employee Declaration

Simulation steps (process flow) Simulation Step-1 - Claim Reimbursements

2. Click on details page

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.

Simulation Step-2 Fill the details page

1. Update the billwise details

2. Click on save to save records

3. Click on back to navigate

1. The duplicate bills cannot be submitted with the same Bill Number and Bill Date.

Simulation Step-3 Generate the voucher

Claimed amount

Click Print to generate voucher Click Save to save the data

Enter the no.of images to be uploaded

Based on the data updated under the Details tab, the claimed amount appears under Current month claims.
Click on Print to generate the voucher, once you generate the voucher the claim will be freezed.

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. In the above example, the voucher#245 should contain the scan image of only Medical Bills.

Simulation Step-5 Upload the scan images

All Voucher IDs, 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. Prepare the voucher ID wise zip file of corresponding reimbursement bill images. 2. Once employee upload images for a voucher, the additional images cannot be uploaded for the same voucher. 3. Post successful image upload, employee will receive an auto-mailer. 4. If the image upload is failed or corrupted, employee will receive an auto-mailer to re-upload the scan images again for that voucher

Scan Image Upload -Status

After the successful upload of scan image, 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

Frequently Asked Questions - 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, JPG, TIFF, BMP, PNG, PDF file formats as part of ZIP file.

Question # 3 : What is the maximum size of a ZIP file of each voucher? Answer # 3 : You can upload upto 20MB for single voucher.

Question # 4 : Employee has generated the vouchers W1 & W2 for LTA & medical respectively, how to upload the scan image? Answer # 4 : Create two different ZIP files of LTA bills & Medical bills. Choose the respective voucher ID & upload.

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.

Question # 6 : Employee has received an auto-mailer stating that, reimbursement scan image has failed/corrupted, what should employee do? Answer # 6 : Goto link Upload Reimbursement Images. Employee will see the failed voucher ID again in the image upload drop-down. Select the voucher ID & upload the ZIP file once again.

IT Extract on the E-Documents authenticity

Scan Image Upload Contd

Dos and Don'ts Dos The file should be uploaded with a valid .Zip files The .Zip file size which is exceeding 20B in sixe Consolidate all the scan files into a single .Zip file before uploading it Don'ts Do not upload the file with out zipping it Do not upload the .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 (.tif/.pdf/.Jpg/.Bmp)

Dont upload a .zip file which consists of files with formats any other than the once accepted (..tif/.pdf/.Jpg/.Bmp)

All the scanned files in the .zip file should be in black and while

Remove the password protection

The .Zip file should not be password protected

To find the secured file, open the file and view the file headed .Which will show as (secured) Convert the pdf files in to(.tif/.pdf/.Jpg/.Bmp) format or re-scan PDF file with non secured mode and upload, For those Scan images where you may have received the scan image with Secured mode with password encrypted / with null password Dont upload the scan image with Secured mode with password encrypted/with null password

Forgot Pin & Password

Forgot Pin & Password

Please fill-in details like Email ID, Employee ID and DOJ, which will be validated online with our database. If the entries made are matching with our database then Pin & Password would be e-mailed to employee

Auto mailer - Pin & Password

Upon successful validation, an auto-mailer will be sent to employee provided e-mail id to ensure privacy.

Thank you.