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PaC@Gov’s Claim Module New Feature User Guide

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USER’S GUIDE

Pac@Gov Claims Module

*Allow officers to Upload Softcopy Docs for Claims Online

Accountant General’s Department

Dec 2015


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TABLE OF CONTENTS

1. INTRODUCTION.................................................................................................... 3

2. CLAIMS PROCESS ................................................................................................ 3

3. ENHANCED CLAIMS FEATURE .......................................................................... 4

3.1 Claims Submission .......................................................................................... 4 3.2 Verification/Certification Process ....................................................................... 5 3.3 Enhanced Audit Trail ....................................................................................... 6

4. FAQS ....................................................................................................................... 7


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1. INTRODUCTION

The Claims Module, which is integrated with the payroll system (Pac@Gov), is to support

the electronic submission and processing of claims made by officers.

AGD has enhanced the online claim function to allow officers/delegates to upload

receipts/supporting documents (AORs, approval emails etc.) as proof of their claim

submission. VO and CO will be able to view the attached softcopy receipts attached to the

claim to verify/certify the claims.

2. CLAIMS PROCESS

Officers are advised to retain the hard copy original receipt for 2 months from the date of

submission or any other period specified by the relevant agency, and produce it as and when

required for checks.


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3. ENHANCED CLAIMS FEATURE

3.1 Claims Submission

The online claims module has been enhanced to allow officers (claimants) to upload softcopy

images of receipts and other supporting documents during the claim submission process.

Claimants are allowed to attach one document per claim item of up to a maximum size limit

of 5MB. For General Claims, claimants are allowed to attach up to 10 individual documents,

each with a maximum size limit of 5MB.

The allowed file types are (jpg, jpeg, tiff, bmp, gif, pdf, png, doc and docx).

For file names, only alphanumeric, underscore and/or dash characters are allowed.

Filenames consisting of spaces and special characters are not allowed.


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3.2 Verification/Certification Process

The enhanced online claims module allows the VO/CO to view the softcopy document

attached to the claims submitted by claimant. The VO/CO would have to click on the file

name in the claims page to view the attachment.


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3.3 Enhanced Audit Trail

The addition and deletion of attachments are tracked to record the actions performed by

officers. (Officers for this case includes all claimants/verifying officers/certifying officers)


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4. FAQs

(1) What if file size exceeds 5MB?

Ans: You will encounter the error message indicated above. Please reduce the file size by

selecting a lower image resolution (minimum 300dpi).

(2) What if you are logged out of Pac@Gov in the midst of uploading the soft copy

document while submitting his claim?

Ans: The claim status will be updated as “Pending Submission” and you are required to re-

upload the document or submit the claim.

(3) Is it compulsory to upload supporting documents?

Ans: The upload feature is an optional feature in the claims module. However, you are

required to check with your HR/Finance department on the way to submit the supporting

documents and the type of claims that you can be exempted from uploading supporting

documents.


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(4) Why do I encounter the following error messages?

Ans: Officers are advised not to upload any documents with any spacing in the filename

and ensure that the filename consists of only alphanumeric, underscore and/or dash

characters. Officers also need to ensure that the file uploaded is of the acceptable file formats

(jpg, jpeg, tiff, bmp, gif, pdf, png, doc and docx).


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(5) Why does the system hang when I try to open the doc/docx extension file when I try

to open/ view the receipt which I have uploaded?

Ans: Officer (Claimant/Verifying officer/Certifying officer) is advised to click on “Save As”

instead of “Open” for faster download of the attachment.


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(6) How do I upload multiple file attachments for general claims?

Step 1: Click on “Add files…” after uploading your first file, and choose the additional file

you wish to upload.

Step 2: Click on “Open” to upload the additional file.


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(7) As the VO/CO, how do I view the softcopy supporting documents attached by the

claimant?

For General claims

Step 1: Click on the “Receipt No.” link in the claims page.

Step 2: Scroll down and click on the file name under the Receipt Items section to view the

attachment.


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Overseas Claims

Click on the softcopy hyperlink under the individual tabs to view the attachment.

Transport Claims

Click on the softcopy hyperlink to view the attachment.


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Dental/Medical Claim

Click on the softcopy hyperlink to view the attachment.

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