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Payroll

Staff medical claims and cover tracker

Record staff medical claims, see how much the insurer paid and how much each employee has left in their annual cover limit.

Staff medical claims and cover tracker template

Staff medical cover has limits, and claims are easy to lose track of. This tracker records each claim with its type and amount, the share paid by the insurer and the employee's share, adds up what each person has claimed in the year and shows how much of their annual limit is left, with a warning when someone goes over.

HR officers and small employers who run a staff medical scheme, and accountants budgeting for medical costs.

What is included

  • Claim type for outpatient, inpatient, dental, optical and maternity
  • Insurer share and employee share
  • Running total claimed by each employee
  • Remaining cover and within or over limit status
  • Summary of claims by type with a chart

Screenshots

  • Staff medical claims of Staff medical claims and cover tracker
  • Claims by type of Staff medical claims and cover tracker

How to use it

  1. Type the annual cover limit per employee at the top.
  2. Record each claim with the date, the employee, the type and the amount claimed.
  3. Enter the amount the insurer paid.
  4. Read the employee's share, the total claimed to date and the cover left.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the staff medical claims and cover tracker does

Staff medical cover has limits, and claims are easy to lose track of. This tracker records each claim with its type and amount, the share paid by the insurer and the employee's share, adds up what each person has claimed in the year and shows how much of their annual limit is left, with a warning when someone goes over.

Who it is for

HR officers and small employers who run a staff medical scheme, and accountants budgeting for medical costs.

How to use the workbook

  1. Type the annual cover limit per employee at the top.
  2. Record each claim with the date, the employee, the type and the amount claimed.
  3. Enter the amount the insurer paid.
  4. Read the employee's share, the total claimed to date and the cover left.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • Claim type for outpatient, inpatient, dental, optical and maternity
  • Insurer share and employee share
  • Running total claimed by each employee
  • Remaining cover and within or over limit status
  • Summary of claims by type with a chart

The workbook has these sheets: Instructions, Claims, By type. The main table has the columns Date; Employee; Claim type; Amount claimed; Paid by insurer; Employee share; Claimed to date; Cover left. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Check the policy for sub-limits on dental, optical and maternity.
  • Keep the receipts and the insurer's claim forms with the record.
  • Medical benefits can be taxable in some cases, so check with payroll.
  • Review claims each quarter to see whether the cover still fits.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Taxable benefits calculator, Shif calculator. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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