Staff Claims Software for South African Businesses

From travel and subsistence claims to ad-hoc reimbursements, Bluubin moves every staff claim from application to payslip in one auditable flow, with the correct SARS tax treatment applied automatically.

Effortless, auditable, automated.

Staff claims are a small thing that quietly becomes a big thing. Paper slips go missing, WhatsApp photos of receipts get lost, and reimbursive travel ends up taxed incorrectly because nobody was sure which SARS code applied. By the time payroll runs, someone is reconstructing a month of claims from memory. Bluubin replaces all of that with a single digital trail: employees submit claims with supporting documents, managers approve them in a click, and approved claims flow straight into the next payroll run, correctly coded for SARS. Travel, subsistence, and reimbursements, all handled in one place.

Step 1: Apply

Employees submit claims through the Employee Self-Service Portal, any time of day. They add the details that matter and attach supporting documents, photos of receipts, invoices, or trip records, right to the claim. For travel and subsistence claims especially, capturing the backup at submission means there’s never a scramble for proof later.

Step 2: Review

Claims land with the right person, whether that’s HR, a department manager, or a direct supervisor, with all supporting documents attached for easy checking. Approve or reject with a single click. Nothing sits in an inbox or gets lost between desks, and every decision is recorded.

Step 3: Process

Approved claims flow automatically into the next payroll run using the correct tax code, so reimbursive travel and subsistence are treated as non-taxable within SARS limits, while taxable claims are coded as such. No manual re-entry, no guesswork on tax treatment, and a clean record for when audits come around.

Why staff claims trip businesses up

Reimbursive travel, taxed wrong

Reimbursive travel is non-taxable within SARS limits, but only if it’s coded correctly. Get it wrong and you either over-tax your staff or create a compliance gap. Bluubin distinguishes reimbursive from taxable claims by the code you select, so the treatment is right before it ever reaches payroll.

No paper trail when it counts

A claim without backup is a problem waiting for an audit. Because supporting documents are attached at submission and kept indefinitely, every claim carries its own proof, dates, amounts, descriptions, and receipts, ready to produce on demand.

Claims that slip through payroll

Approved claims that never make it into the pay run mean staff chasing money and finance making manual corrections. Bluubin carries approved claims straight into payroll automatically, so nothing is forgotten and nothing is double-paid.

Faqs

Staff Claims

Do you support multiple claims?

Yes, employees can have multiple claims at the same time. They can also access a history of claims at any time.

Do you have multiple claim types?

Yes, we support several categories of staff claims, with the post popular being travel claims and subsistence claims.

How auditable is the claim process?

We keep indefinite history of all claims, including dates, amounts, descriptions and supporting documents.

Is this SARS compliant?

Yes, our fully traceable and customisable process allows you to select an appropriate tax code for the claim to make sure the claim complies with SARS guidelines. (we have a reference of codes to help you make the right choice).

Are reimbursive travel claims taxed in Bluubin?

Reimbursive travel is treated as non-taxable within SARS limits, provided the correct code is selected. Bluubin distinguishes reimbursive claims from taxable ones by the tax code, so the right treatment is applied automatically when the claim flows into payroll.

Can employees submit travel and subsistence claims?

Yes. Travel and subsistence are the two most common claim types Bluubin handles. Employees capture the detail and attach supporting documents through the self-service portal, and the claim is coded appropriately for SARS on approval.

Where do employees submit their claims?

Through Bluubin’s Employee Self-Service Portal, available around the clock. Staff can submit new claims, attach documents, and view their full claim history at any time, without going through a manager or HR to check status.

You could have effortless payroll today!

Try Bluubin’s staff claims software free for 30 days, no credit card required.