Expense Claims Priced by Your Own Rates, Not an Argument
A receipt, a bike run to Bhaktapur and four days upcountry go on one claim. Per-diem and mileage lines price themselves from the rates HR set, approval walks the chain, and the money comes back through payroll.
- No credit card
- Quick set up
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From the bill in someone's pocket to the line on their payslip
- 3 Line Kinds
- Receipt, mileage and per diem on one claim
- 11 Categories
- Seeded, renameable, and add your own
- 3 Approval Levels
- Manager, department head, finance by default
- Paid by Payroll
- Or separately, and the claim records which
A Bill Stapled to a Form, Carried to Finance in Person
Reimbursement is where a good month turns into a small argument. Nobody disputes the work; they dispute the rate, the days and whether the bill was ever handed over.
- The claim is a printed form and a stapled bill, and it only moves when the claimant walks it to the next desk
- Per-diem and mileage are negotiated per trip, so two people on the same journey claim different amounts
- Approval happens by whoever is in the office, and the record of who agreed to what does not survive the month
- Cash is paid weeks later with no category on it, so nobody can say what the branch actually spends on travel
- A rejected claim is a conversation, not a record, and the reason is forgotten by the next one
Rates Set Once, Then Nothing Left to Negotiate
HR sets the per-diem rate for each location tier and the mileage rate for each vehicle. After that a claim prices itself, routes itself, and lands on a payslip.
What NepalHRM gives you
- One claim carries as many lines as the trip needed: receipts, mileage and per-diem days together
- Per-diem lines take the rate for the location tier and the day count; mileage lines take the rate for the vehicle and the distance
- The approval chain routes it: reporting manager, then department head, then finance, or whatever chain you configure
- Approved claims are swept onto the next payroll run, or marked paid separately, and the claim records which
- Rejections carry a written reason, and the expense register exports every committed claim to CSV
Everything a Claim Needs, From the Bill to the Payslip
Built around how field work in Nepal is actually expensed: a day rate that depends on where you went, a kilometre rate that depends on what you rode, and a bill for everything else.
One Claim, Many Lines
A single claim holds receipt lines, mileage lines and per-diem lines together, so a four-day trip is one submission instead of five separate forms.
Bills Attached to the Line
Photograph the bill and attach it to the line it belongs to. A line takes several files, so a hotel folio and its incidentals stay on the same row.
Per Diem by Location Tier
Set a rate per day for each tier, Kathmandu Valley, outside the Valley, remote postings, with a cap on days per trip. The line multiplies rate by days on its own.
DE, Upcountry and Ex-HQ
Travel days classify as daily expense, upcountry or ex-headquarters, and the monthly Reimbursement Form totals each class in its own column.
Mileage by Vehicle
A rate per kilometre for motorbike, scooter, car, bicycle, public transport or a personal vehicle. One active rate per vehicle type, so nobody guesses.
Distance, Not an Estimate
Mileage lines take a start and an end point as geofences and compute the distance between them, instead of trusting a number typed after the fact.
Your Own Categories
Eleven seed categories from Travel to Entertainment, renameable, plus your own: Site Allowance, Client Entertainment, whatever finance already calls it.
Caps by Grade and Category
Set what a grade may claim of a category per month, quarter, year or trip. It warns by default; turn on Enforce expense caps and it blocks instead.
An Approval Chain You Configure
Reporting manager, department head, then finance out of the box. Swap in HR, a branch head or a named role, and set a different chain for a category like travel.
Paid Through Payroll
Approved claims sweep onto the next payroll run and the claim then shows the payslip that carried it. Or mark it paid separately and keep the record.
Rejected With a Reason
A rejection is written down, not relayed. A claim is editable only while it is a draft, so the trail after submission stays exactly as it was decided.
The Numbers Finance Asks For
Spend by category, by department, by month and by claimant, an expense register with a totals row and a CSV, and the monthly Reimbursement Form as a PDF.
Six States, and the Claim Says Where It Is Stuck
The status is never a guess. A claim in review names the level it is waiting on and the person who has to act.
- Draft
Built
Lines added, bills attached, amounts computed. This is the only state the claimant can still edit.
- Submitted
Filed
The claim locks and enters the chain. A manager or HR can also file on someone's behalf, and the claim records who did.
- In review
Routed
It sits at a level with a named approver. A higher level can approve early, so an empty middle step never blocks it.
- Approved
Cleared
Finance has agreed the amount. The claim now waits for a payroll run or a separate payment.
- Paid
Settled
Swept onto a payslip or marked paid separately. The claim carries the payslip it landed on.
- Rejected
Declined
Closed with a written reason. A rejected claim is final, so the correction is a fresh claim rather than a quiet edit.
Take the Argument Out of Getting Money Back
The point is not a nicer form. It is that the rate was agreed before the trip, so the claim is arithmetic instead of a negotiation.
Paper Claim Forms
- Rates negotiated per trip, so identical journeys pay differently
- The form moves at walking pace, desk to desk
- Bills get separated from the form and the claim stalls
- No category on the payment, so travel spend is unknowable
Set the Rates, Then Let the Claim Price Itself
One setup job for HR, one submission for the person who travelled, one decision for the people who approve it.
- Eleven seed categories arrive with the tenant. Rename them to what finance already says, add your own, and retire the ones you never use.
- A rule per tier: a rate per day and a maximum number of days per trip. Kathmandu Valley, outside the Valley and remote postings usually differ.
- A rate per kilometre for motorbike, scooter, car, bicycle, public transport and personal vehicles. Only one rate per vehicle type can be active at a time.
- An amount per grade per category over a month, quarter, year or single trip. It warns by default so real exceptions still get through; switch on Enforce expense caps to make it a hard block.
- Give it a title, the business purpose and the dates. A quick single-line claim exists too, for the days it is just one bill.
- Category, date, amount, vendor, and the photograph of the bill attached to that line. Several files can hang off one line.
- Pick the vehicle and the two ends of the journey and the distance and amount fill themselves. Pick the tier and the number of days and the per-diem line does the same.
- The total is the sum of the lines. Submission locks the claim and hands it to the first level of the chain, and the claim shows who that is.
- Every approver gets the claims sitting at their level, with the claimant, the total and how long it has waited.
- A line over its grade's entitlement for that category is flagged, so the exception is a decision somebody makes rather than something nobody noticed.
- Approval passes it up the chain until finance clears it. A rejection is written down and closes the claim, so a correction comes back as a fresh one.
- Approved claims sweep onto the next payroll run and the claim shows the payslip that carried it, or mark it paid separately when finance settles it directly.
Categories in Your Words
Title, Purpose, Dates
Only What Is Yours to Decide
One Claim, Four People Who Need Different Things
The claimant wants the money. The manager wants to know it happened. Finance wants a category on it, and the department head wants the total.
For Employees
Claim it once, then watch it
- Photograph the bill and attach it to the line it belongs to
- Per-diem and mileage priced from published rates, so no negotiation
- The claim names the level it is waiting on and who has to act
For Approving Managers
Only what is yours to decide
- Pending my review holds exactly the claims at your level
- Lines over a grade's category cap are flagged before you decide
- Approve, or reject with a reason that stays on the record
For Finance
Pay it and account for it
- Sweep approved claims onto the payroll run, or settle them separately
- The expense register exports every committed claim with a totals row
- Turn on Enforce expense caps when warnings stop being enough
For Department Heads
Know what the travel actually costs
- Spend by department, by category and by month
- Top claimants, so an outlier is a conversation and not a surprise
- The monthly Reimbursement Form as a PDF, per employee or combined
Built for Teams That Spend Their Day Outside the Office
Distribution and FMCG teams covering districts, NGOs and INGOs running field programmes, banks with branch networks, and any Kathmandu head office that keeps sending people upcountry.
Reimbursement Belongs Next to the Payslip
A claim is a payroll instrument with a bill attached. It reads the employee's grade, it is approved by their chain, and it is paid on their payslip.
Payroll Software
Approved claims sweep onto the next run and appear on the payslip alongside PF, SSF, CIT and TDS, with the claim recording which payslip carried it.
Employee Management
Grades and departments come from the employee record, which is what category caps and the department-head approval step both read.
Activity Tracker & Field Visits
Field visits and geofences are how the day outside the office is already recorded, and the same geofences price a mileage line.
Loans & Salary Advances
Money flowing the other way. A claim being paid and an EMI being recovered can land on the same payroll run.
Simple, Transparent Pricing
No Hidden Fees
NepalHRM gives you enterprise-grade HR software at a price built for Nepali businesses of every size.
- All core HR modules
- Nepal payroll compliance
- PF, SSF, CIT & eTDS
- Biometric integration
- Free onboarding support
- Regular feature updates
- Multi-company support
- BS + AD calendar
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File and Approve in the Web App, on Any Screen
Claims, rates and the expense register are web-app screens and work in a phone browser. The NepalHRM mobile app covers attendance, leave, overtime and the field visits a travel claim is usually about.
Frequently Asked Questions
Everything you need to know about expense & reimbursement in NepalHRM before you get started.
Yes. Attach the photograph to the line it belongs to rather than to the claim as a whole, so a hotel folio sits on the lodging line and the fuel receipt on its own. A single line takes several files, which is what a trip with tolls and incidentals actually needs. The claim is editable while it is a draft and locks on submission.
Through per-diem rules by location tier. HR sets a rate per day and a maximum number of days per trip for each tier, so Kathmandu Valley, outside the Valley and a remote posting can all pay differently. The claim line takes the tier and the day count and computes the amount, and travel days classify as daily expense, upcountry or ex-headquarters on the monthly Reimbursement Form.
Yes, per grade and per category, over a month, a quarter, a year or a single trip. So grade L3 might claim Rs. 15,000 of travel a month while L5 claims more. By default going over is a flagged warning rather than a block, because genuine exceptions exist; turning on Enforce expense caps makes it a hard block instead.
Either, and the claim records which. An approved claim marked for payroll is swept onto the next run and shows the payslip that carried it, so the reimbursement arrives with the salary alongside PF, SSF, CIT and TDS. Finance can also mark a claim paid separately when it is settled by bank transfer or cash, and the record is the same.
From a rate per kilometre and the distance between two points. HR keeps one active rate per vehicle type: motorbike, scooter, car, bicycle, public transport and personal vehicle. The line takes a start and an end geofence and computes the distance between them, so the amount comes from the journey rather than from a number typed afterwards.
Claims are filed and approved in the web app, which works in a phone browser. The NepalHRM mobile app currently covers attendance, leave, overtime, tasks and field visits, so expense approval is a browser job today rather than an app screen. The approval chain and the flagged cap warnings behave identically either way.
A rejection carries a written reason and closes the claim for good. That is deliberate: a submitted claim is an audit record, so it is never edited after the fact. The claimant files a corrected claim instead, which leaves both the original decision and the correction visible rather than overwriting one with the other.
The expense register lists every committed claim over any date range, so a Shrawan to Ashad fiscal-year window works, with the employee, department, status, payout method and amount plus a totals row, downloadable as CSV. Alongside it are spend by category, by department and by month, top claimants, and the monthly Reimbursement Form as a PDF per employee or combined.
Agree the Rate Before the Trip. Not After the Bill
Join hundreds of Nepali businesses that have already moved from manual HR to NepalHRM. Nobody should have to argue their way to a per diem they already earned.
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