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Travel Expense Request

If your organization is one that follows a procedure wherein the employees need to submit a detailed request to the company before going on an official trip or returning from the trip, the Travel Request feature is the solution for you. The organization enables you to submit a travel request for pre-approval with information such as the duration, business purpose, and trip itinerary. Once your travel request is approved, your travel itinerary can be accessed from your ESS desk.  After a trip has been approved or submitted, there may be other processes that might call for a need for other labels for your organization’s trips.  In the following creation page, you can create a request for your trip, by completing the above form. In case if you don’t understand the form, do follow the steps below. When we click the number option, it drops downs the three main tabs, like Claim Number, Date, Employee name. The number is what we already know about, which clarifies the employee who has requested, in many organizations the department will undertake this number creating options.
  1. Status - The status tab denotes whether the claim for travel/expense has been approved for proceeding. This tab shows the employee, if the request has been approved, pending, or rejected, this option also comes under the control of the Admin or the authorized personnel. The status is just a label format that will show the status options as per the decision of the department.
  2. Allocation - The allocation type, helps the employee to select which point of the location he/she is going to travel. This is for the information purpose the employee conveys to the department and the Organization. Sample allocation format, this will be designed as per company requirements.
  3. Date - On what date the employee is applying for the travel/expense claim
  4. From-To-Date - In these, the employee has to enter the dates to travel, because based on these the proof of allowance or claim can be requested. The dates can change according to the schedule, but the travel and expenses inherent to it, have to be submitted.
  5. Select Place - Going to a scheduled meeting is very important, in the same way, location also comes on the priority list. Because the employee who travels not only needs to update but also the organizations should make a priority to see the welfare of the employees traveling. Therefore the Allocation and the Place to go is important. If the employee is scheduled to a new place they have to follow this procedure.
    • The below format is easy to use the tool, click on the down arrow or type the location, this will bring the location, and after selecting it, go for the next step, follow the same steps
    • Create a New Place
While clicking the + option, another page will appear as below
  • Country
  • State
  • City Name
  • City Code - On selecting the City, the code here appears as Place code, for example
  • Person -  Person scheduled for travel.
  • Department - Which department has scheduled their employee to go for the scheduled meeting.
  • Reference No - The reference number, denotes a ‘passenger name record’ submission from the employee side, that is the employees can enter the mode of travel, either train, bus, air. The PNR is a common number for any mode of travel, that number has to be entered as ‘Reference Number’.
  • Reference Date - With reference number, the reference date is also mandatory, to ensure the exact date the employee is traveling.
  • Expense Head - On basis of this, the expenses category will be determined, the expense request depends on this overview.  As you can see the Code which conveys that the request Name, based upon this selection only the expense will be determined.
  • Remarks - Enter any details regarding the expense request.
  • Quantity - It can be the number of places the employee is scheduled to travel, days of staying in a hotel, food expense, it purely depends on the employees scheduled on their On-Duty outside the organization.
  • Unit of Measurement - The drop-down in this tab denotes the quantity of the following items, for example, the calculation of the numbers in both the column, represents how many employees, or how many days, or how much will be the expenses for the scheduled travel or expenses.
When training is selected as an expense head, it automatically selects hours or days as per organization needs to represent it, so here when the training is selected to incur the UOM, it measures the hours of training, which may include days for calculation purposes. Where the Quantity can be in terms of days or how many people will be attending the training program. 
  • Rate -  Rate is calculated based on the number of employees present, or per day rate as a whole, per hour basis.
  • Currency - In the currency column, based on the country the training is conducted or the trainer will be paid in terms of the country where the training is conducted.
    1. The expense head if selected as Training, 
    2. The quantity will be 5 days relative to UOM
    3. Per day, the rate affixed is Rs. 10,000, the currency factor is in Indian terms, 
    4. Therefore the amount will be calculated with the figure of Rs, 50000.
Note: On the basis of how many days/per day rate, the amount will be claimed.  From this illustration, we can frame an idea on how to calculate the expense and send it for claim requests. This form is filled and should be saved if the form contradicts with the further submission of details like flight tickets and any other forms of expenses, will push the employee to a difficult condition, Either the employee spends and requests for claim with perfect proof but the data are given doesn’t have enough information, then there may be confusions in releasing the payment the employee incurred.  Hence, the employee completes the above form, below is a short summary of the information the employee conveys.  Do practice this screen a few times to get easy access, this will be a user-friendly screen on the go.

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