What is the Claims Feature?
The Claims feature enables you to submit reimbursement requests for business expenses you've paid out of pocket. After your request is reviewed and approved, the reimbursed amount will be transferred directly to user's personal bank account details.
Who Can Access the Claims Feature?
| Admin | Finance Users with Transfer rights | Finance users with Submit only rights | Finance view only | Employee |
Submit Claims | ✅ | ✅ | ✅ | ✅ | ✅ |
Track the status of their submitted claims | ✅ | ✅ | ✅ | ✅ | ✅ |
View all submitted claims within the company | ✅ | ✅ | ✅ | ✅ | ❌ |
Review and approve pending claims | Follows the Claim Review Policy | Follows the Claim Review Policy | Follows the Claim Review Policy | Follows the Claim Review Policy | Follows the Claim Review Policy |
Submit payments for approved claims | ✅ | ✅ | ✅ | ❌ | ❌ |
Process final claim payouts | ✅ | ✅ | ❌ | ❌ | ❌ |
Notes:
Submit payments for approved claims:
This process refers to submitting payment requests for approved claims through the Transfer Approval Policy.
After a claim is approved, authorized users (Admin, Finance with transfer rights, or Finance with submit-only rights) submit the payment request, which then goes to designated approvers under the Transfer Approval Policy for final review and payout.
This approval process applies only when claims are processed individually, not in bulk.
Process final claim payouts:
Individual payments: Require review by approvers under the Transfer Approval Policy before final payout (unless you're already an approver).
Bulk payments: Processed immediately by Admin or Finance users with transfer rights.
No Transfer Approval Policy: Admin or Finance users with transfer rights complete the claim payments immediately.
Managing Claims
Viewing All Company Claims
To access the claims dashboard:
On your Aspire dashboard, click "Claims" in the left navigation bar (web app) or click "Menu" and choose "Claims" (mobile app).
This will display all claims submitted across your organization.
Filtering Your Claims View
You can customize your claims view using these filtering options:
Quick Filters:
My Claims: View only the claims you've personally submitted
Group by: Group claims by its budget's
Sort Options: Organize claims by status or date (most recent first)
Status Filters:
Draft
Ready for submission
Missing information
Payment Scheduled
Pending Review
Pending Payment
Paid
Paid at Aspire
Paid outside
Rejected
Payment Processing
More Filters:
Budget
Date range
Employee
Category
Custom reporting fields (if configured)
Review and Payment Actions
Review Pending Claims
Approvers under the Claim Review Policy can click "Review pending claims" to see all claims submissions awaiting approval.
Process Approved Claims
In Bulk
Admin or Finance with transfer rights users can pay the approved claims in bulk by clicking "Pay approved claims".
Individually
Admin, Finance with transfer rights, or Finance with submit only rights can access the claim individually to submit the claim payment.
Once submitted, approvers under the Transfer Approval Policy will review and process the claim payout.
Notes:
If you're an approver under the Transfer Approval Policy: Your claim payments are processed immediately, and the status changes directly to "Paid".
If your business doesn't use a transfer approval policy: Admin or Finance users with transfer rights can complete payments directly.
Currency Support
Submitting Claims
You can submit claims in over 50 different currencies. Simply:
Select your preferred currency under "Expense amount".
Enter the reimbursement amount.
Payment Currency
Claims are paid out based on your available Aspire debit account. You can select the appropriate Aspire debit account as the source of funds for claim payouts.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.