Recording Travel Expenses Settlement / Approval

Select the “Travel Expense Settlement / Approval” link in the “Select Travel Request For Expense Settlement / Approval” page. Or
Select the “Adhoc Travel Expense Settlement / Approval” link in the “Select Travel Request For Expense Settlement / Approval” page.

The “Travel Expenses Settlement / Approval” page appears.

When the login role is “Employee”, then

The system displays the following in the header:

Employment Unit	The employment unit for which travel settlement/approval details must be recorded.
Date Format	The date format that is applicable to the login user.

The system displays the following in the “Employee Details” group box:

Employee Code	The code identifying the employee.
Employee Name	The name of the employee.
Work Location	The short description of the work location.
Department	The short description of the department.
Position	The position title of the employee.
Job	The job title of the employee.
Grade Set	The short description of the grade set.
Grade	The short description of the grade.
Supervisor Code	The employee code identifying the supervisor.
Supervisor Name	The name of the supervisor.
Head of Department	The name of the head of department.

The system displays the following in the “Travel Request Details” group box:

Travel Request No.	The unique number identifying the travel request.
Request Date	The date on which the travel request is made.
Status	The status of the travel request.
Travel Type	The type of travel.
Travel Purpose	The purpose of travel.
Pending With	The name of the person from whom the authorization is pending.
Reference No.	The reference number of the travel expense settlement.
Travel Request Cost Center	The cost center of travel request.
Travel Details	Any additional details regarding the travel request.
Travel Start Date	The start date of the travel.
Travel End Date	The end date of the travel.

Enter the following field details in the “Settlement Details” group box:

Settlement No.	From the drop-down list box, select the settlement number. The combo is loaded with the values with a list of settlement numbers. The system displays “1” as default on launch of the system.
Settlement Date	The date on which the travel expense settlement is made.
Travel Category	From the drop-down list box, select the category of the travel. The combo is loaded with the values “Blank”, “Planned” and “Un planned”. The system displays “Blank” as default on launch of the system.

Click the “Open New Settlement No.” pushbutton to open the new settlement number details.
Click the “Approval History” link to view the transaction workflow history details.
Enter the following field in the “Expense Details” multiline:

From Country	The code identifying the country from which the employee travels. Help facility available
To Country	The code identifying the country to which the employee travels. Help facility available
Place From	The place from which the employee travels.
Place To	The place to which the employee travels.
Date From	The date from which the travel is booked.
Date To	The date until which the travel is booked.
Allowance / Expense Type	From the drop-down list box, select the allowance or expense type. The combo is loaded with the values “Select”, “Conveyance” and “Lodging”. The system displays “Select” as default on launch of the system.
Allowance / Expense Item	From the drop-down list box, select the allowance or expense item. The combo is loaded with the values “Select”, “Guest House”, “Not Applicable” and “Self Arranged”. The system displays “Select” as default on launch of the system.
Expenses Borne By	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Billable	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Currency	From the drop-down list box, select the country of the currency. The combo is loaded with the values “INR”, “USD” and “EUR”. The system displays “INR” as default on launch of the system.
Exchange Rate	The current exchange rate of the currency.
Mode of Travel-Bill/Ticket No.	The bill or ticket number of the travel / expense item.
Claim Amount	The travel expense amount claimed by the employee.
Eligible Amount	The travel expense amount eligible for the employee.
Approved Amount	The travel expense amount approved for the employee.
Remarks	Any remarks or comments regarding the travel expense details.

The system displays the following:

Total Estimated Cost	The total estimated cost of the travel expense.
Total Settlement Expenses	The total settlement expense amount of the travel.

Enter the following field:

Expenses Charged To

From the drop-down list box, specify whether the expense is charged to customer or employee. The combo is loaded with the values “Blank”, “Customer” and “Employee”.

The system displays the following:

Total Advances Received	The total advances received for the travel request.
Overall Expenses	The overall expenses calculated for all the travel settlements.
Due to Employee	The due amount to be paid for the employee.
Refund To Company	The refund amount to be given to the company.

The system displays the following in the “Summary of Expenses (Current Settlement)” multiline:

Allowance / Expense Type	The type of expense or allowance.
Allowance / Expense Item	The item of expense or allowance.
Summary Type	The summary type of travel expenses.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.
Exchange Rate	The exchange rate of the currency.
Amount in Base Currency	The settlement amount specified in base currency.
Billable Amount	The billable amount against the travel expense.

The system displays the following in the “Summary of Settlements” multiline:

Settlement No.	The settlement number of the travel expense.
Summary Type	The summary type of settlements.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.

Check the box against “Final Settlement” if the settlement is final.
Enter the following field:

Employee Remarks

The employee remarks for the travel expense settlement.

The system displays the following:

Remarks for Approval	The comments or remarks for approval of travel expense.
Remarks for Rejection	The comments or remarks for rejecting the travel expense.

Click the “Save” pushbutton to save the travel expense settlement details.
Click the “Submit” pushbutton to submit the travel expense settlement details.

To proceed further, carry out the following

Click the “View Travel Request Details” link to view the travel request details.
Click the “View Travel Booking Details” link to view the travel booking details.
Click the “Travel Expense Report” link to view the travel expense report details.
Click the “Apply for Leave” link to apply On Duty leave for the travelling dates.

When the login role is “Supervisor or Admin”, then

The system displays the following in the header:

Employment Unit	The employment unit for which travel settlement/approval details must be recorded.
Date Format	The date format that is applicable to the login user.

The system displays the following in the “Employee Details” group box:

Employee Code

The code identifying the employee.

Note: The Employee Code is editable, if this page is launched from “Adhoc Travel Expense Settlement / Approval” link. You can enter the employee code and retrieve the corresponding employee details.

The system displays the following in the “Employee Details” group box:

Employee Name	The name of the employee.
Work Location	The short description of the work location.
Department	The short description of the department.
Position	The position title of the employee.
Job	The job title of the employee.
Grade Set	The short description of the grade set.
Grade	The short description of the grade.
Supervisor Code	The employee code identifying the supervisor.
Supervisor Name	The name of the supervisor.
Head of Department	The name of the head of department.

The system displays the following in the “Travel Request Details” group box:

Travel Request No.	The unique number identifying the travel request.
Request Date	The date on which the travel request is made.
Status	The status of the travel request.
Travel Type	The type of travel.
Travel Purpose	The purpose of travel.

Note: The “Travel Type” and “Travel Purpose” will be editable combo, if this page is launched from “Adhoc Travel Expense Settlement / Approval” link. From the combo you can select the required option.

Pending With	The name of the person from whom the authorization is pending.
Reference No.	The reference number of the travel expense settlement.
Travel Request Cost Center	The cost center of travel request.

Note: The “Reference No” and “Travel Request Cost Center” is editable, if this page is launched from “Adhoc Travel Expense Settlement / Approval” link. Help facility is available is for “Cost Center”.

The system displays the following in the “Travel Request Details” group box:

Travel Details	Any additional details regarding the travel request.
Travel Start Date	The start date of the travel.
Travel End Date	The end date of the travel.

Enter the following field details in the “Settlement Details” group box:

Settlement No.	From the drop-down list box, select the settlement number. The combo is loaded with the values with a list of settlement numbers. The system displays “1” as default on launch of the system.
Settlement Date	The date on which the travel expense settlement is made.
Travel Category	From the drop-down list box, select the category of the travel. The combo is loaded with the values “Blank”, “Planned” and “Un planned”. The system displays “Blank” as default on launch of the system.

Click the “Open New Settlement No.” pushbutton to open the new settlement number details.

Note: The “Open New Settlement No.” pushbutton is not visible when this page is launched from “Adhoc Travel Expense Settlement / Approval” link.

Click the “Approval History” link to view the transaction workflow history details.
Enter the following field in the “Expense Details” multiline:

From Country	The code identifying the country from which the employee travels. Help facility available
To Country	The code identifying the country to which the employee travels. Help facility available
Place From	The place from which the employee travels.
Place To	The place to which the employee travels.
Date From	The date from which the travel is booked.
Date To	The date until which the travel is booked.
City Classification Type	From the drop-down list box, select the type of city classification. The combo is loaded with the values “Select”, “District HQs”, “Metro & Capital Cities” and “Taluka HQs & small towns”. The system displays “Select” by default on launch of the page. Mandatory.
Mode of Travel	From the drop-down list box, select the mode of travel. The combo is loaded with the values “Blank”, “Air”, “Bus” and “Train”. The system displays “Blank” by default on launch of the page. Mandatory.
Class of Travel	From the drop-down list box, select the class of travel. The combo is loaded with the values “Select”, “AC Three Tier”, “Business”, “AC Deluxe”, “Economy”, “First Class” and “Sleeper”. The system displays “Select” by default on launch of the page. Mandatory.

Note: The “City Classification Type”, “Mode of Travel” and “Class of Travel” is visible only when launched from “Adhoc Travel Expense Settlement / Approval” link.

Allowance / Expense Type	From the drop-down list box, select the allowance or expense type. The combo is loaded with the values “Select”, “Conveyance” and “Lodging”. The system displays “Select” as default on launch of the system.
Allowance / Expense Item	From the drop-down list box, select the allowance or expense item. The combo is loaded with the values “Select”, “Guest House”, “Not Applicable” and “Self Arranged”. The system displays “Select” as default on launch of the system.
Expenses Borne By	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Billable	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Currency	From the drop-down list box, select the country of the country. The combo is loaded with the values “INR”, “USD” and “EUR”. The system displays “INR” as default on launch of the system.
Exchange Rate	The current exchange rate of the currency.
Mode of Travel-Bill/Ticket No.	The bill or ticket number of the travel / expense item.
Claim Amount	The travel expense amount claimed by the employee.
Eligible Amount	The travel expense amount eligible for the employee.
Approved Amount	The travel expense amount approved for the employee.
Remarks	Any remarks or comments regarding the travel expense details.

The system displays the following:

Total Estimated Cost	The total estimated cost of the travel expense.
Total Settlement Expenses	The total settlement expense amount of the travel.

Enter the following field:

Expenses Charged To

From the drop-down list box, specify whether the expense is charged to customer or employee. The combo is loaded with the values “Blank”, “Customer” and “Employee”.

The system displays the following:

Total Advances Received	The total advances received for the travel request.
Overall Expenses	The overall expenses calculated for all the travel settlements.
Due to Employee	The due amount to be paid for the employee.
Refund To Company	The refund amount to be given to the company.

Click the “Compute” pushbutton to compute the expense details.

The system displays the following in the “Summary of Expenses (Current Settlement)” multiline:

Allowance / Expense Type	The type of expense or allowance.
Allowance / Expense Item	The item of expense or allowance.
Summary Type	The summary type of travel expenses.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.
Exchange Rate	The exchange rate of the currency.
Amount in Base Currency	The settlement amount specified in base currency.
Billable Amount	The billable amount against the travel expense.

The system displays the following in the “Summary of Settlements” multiline:

Settlement No.	The settlement number of the travel expense.
Summary Type	The summary type of settlements.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.

Check the box against “Final Settlement” if the settlement is final.

Note: The “Final Settlement” check box is checked by default, if the page is launched from “Adhoc Travel Expense Settlement / Approval” link.

The system displays the following:

Employee Remarks

The employee remarks for the travel expense settlement.

Enter the following field:

Remarks for Approval	The comments or remarks for approval of travel expense.
Remarks for Rejection	The comments or remarks for rejecting the travel expense.

Click the “Save” pushbutton to save the travel expense settlement details.
Click the “Submit” pushbutton to submit the travel expense settlement details.
Click the “Authorize” pushbutton to authorize the travel expense settlement details.
Click the “Reject” pushbutton to reject the travel expense settlement details.

To proceed further, carry out the following

Click the “View Travel Request Details” link to view the travel request details.
Click the “View Travel Booking Details” link to view the travel booking details.
Click the “Travel Expense Report” link to view the travel expense report details.

When the login role is “Finance”, then

The system displays the following in the header:

Employment Unit	The employment unit for which travel settlement/approval details must be recorded.
Date Format	The date format that is applicable to the login user.

The system displays the following in the “Employee Details” group box:

Employee Code	The code identifying the employee.
Employee Name	The name of the employee.
Work Location	The short description of the work location.
Department	The short description of the department.
Position	The position title of the employee.
Job	The job title of the employee.
Grade Set	The short description of the grade set.
Grade	The short description of the grade.
Supervisor Code	The employee code identifying the supervisor.
Supervisor Name	The name of the supervisor.
Head of Department	The name of the head of department.

The system displays the following in the “Travel Request Details” group box:

Travel Request No.	The unique number identifying the travel request.
Request Date	The date on which the travel request is made.
Status	The status of the travel request.
Travel Type	The type of travel.
Travel Purpose	The purpose of travel.
Pending With	The name of the person from whom the authorization is pending.
Reference No.	The reference number of the travel expense settlement.
Travel Request Cost Center	The cost center of travel request. This is defaulted with the employee's department cost center if available. If not the system displays blank.
Travel Details	Any additional details regarding the travel request.
Travel Start Date	The start date of the travel.
Travel End Date	The end date of the travel.

Enter the following field in the “Travel Request Details” group box:

Cost Center Code

The code identifying the cost center of travel request.

Help facility available

Enter the following field details in the “Settlement Details” group box:

Settlement No.	From the drop-down list box, select the settlement number. The combo is loaded with the values with a list of settlement numbers. The system displays “1” as default on launch of the system.
Settlement Date	The date on which the travel expense settlement is made.
Travel Category	From the drop-down list box, select the category of the travel. The combo is loaded with the values “Blank”, “Planned” and “Un planned”. The system displays “Blank” as default on launch of the system.

Click the “Open New Settlement No.” pushbutton to open the new settlement number details.
Click the “Approval History” link to view the transaction workflow history details.

Tab: Expense Details

Enter the following field in the “Expense Details” multiline:

From Country	The code identifying the country from which the employee travels. Help facility available
To Country	The code identifying the country to which the employee travels. Help facility available
Place From	The place from which the employee travels.
Place To	The place to which the employee travels.
Date From	The date from which the travel is booked.
Date To	The date until which the travel is booked.
Allowance / Expense Type	From the drop-down list box, select the allowance or expense type. The combo is loaded with the values “Select”, “Conveyance” and “Lodging”. The system displays “Select” as default on launch of the system.
Allowance / Expense Item	From the drop-down list box, select the allowance or expense item. The combo is loaded with the values “Select”, “Guest House”, “Not Applicable” and “Self Arranged”. The system displays “Select” as default on launch of the system.
Expenses Borne By	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Billable	From the drop-down list box, specify whether the expenses are borne by the company or employee. The combo is loaded with the values “Blank”, “Company” and “Employee”. The system displays “Blank” as default on launch of the system.
Currency	From the drop-down list box, select the country of the country. The combo is loaded with the values “INR”, “USD” and “EUR”. The system displays “INR” as default on launch of the system.
Exchange Rate	The current exchange rate of the currency.
Mode of Travel-Bill/Ticket No.	The bill or ticket number of the travel.
Claim Amount	The travel expense amount claimed by the employee.
Eligible Amount	The travel expense amount eligible for the employee is displayed.
Approved Amount	The travel expense amount approved for the employee.
Remarks	Any remarks or comments regarding the travel expense details.
Cost Center Code	The code identifying the cost center of travel expense item. Help facility available
Account Code	The code identifying the account of the expense item. Help facility available
Finance Remarks	The financial remarks or comments regarding the travel expense details.

Tab: Financial Information

Enter the following field in the group box:

Finance Book	From the drop-down list box, select the finance book. The combo is loaded with the list of finance books.
Payment Mode	From the drop-down list box, select the mode of payment. The combo is loaded with the values “Select”, “Cash”, “Cheque” and “Bank”. The system displays “Bank” by default on launch of the page.
Bank / Cash Code	From the drop-down list box, select the code identifying the bank or cash. The combo is loaded with the list of bank or cash codes.

Enter the following field in the “Accounting Information” multiline:

Posting Type	From the drop-down list box, select the type of posting. The combo is loaded with the values “Select”, “Employee” and “Expenses”. The system displays “Select” by default on launch of the page.
Settlement Type	The settlement type of the travel expense. Applicable for Posting Type – Employee and for Final Settlement only. The values displayed will be Due to Employee or Refund to Company.
Posting Date	The date on which the posting is made.
Posting Amount	The posting amount of the travel expense.
Document Number	The unique number identifying the document is displayed.
Status	The status of the posting is displayed.
Instrument No	The number identifying the instrument.
MICR No	The MICR number of the bank.
Instrument Amount	The instrument amount paid against travel expense settlement.
Instrument Date	The date on which the instrument amount is paid.
Bank Code	The unique code identifying the bank.
Remarks	Any remarks or comments regarding the financial information.

Click the “View JV Details” link to view the journal voucher details.
Click the “View Payment Voucher Details” link to view the payment voucher details.
Click the “View Receipt Voucher Details” link to view the receipt voucher details.

The system displays the following:

Total Estimated Cost	The total estimated cost of the travel expense.
Total Settlement Expenses	The total settlement expense amount of the travel.

Enter the following field:

Expenses Charged To

From the drop-down list box, specify whether the expense is charged to customer or employee. The combo is loaded with the values “Blank”, “Customer” and “Employee”.

The system displays the following:

Total Advances Received	The total advances received for the travel request.
Overall Expenses	The overall expenses calculated for all settlements of the travel request.
Due to Employee	The due amount to be paid for the employee.
Refund To Company	The refund amount to be given to the company.

The system displays the following in the “Summary of Expenses (Current Settlement)” multiline:

Allowance / Expense Type	The type of expense or allowance.
Allowance / Expense Item	The item of expense or allowance.
Summary Type	The summary type of travel expenses.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.
Exchange Rate	The exchange rate of the currency.
Amount in Base Currency	The settlement amount specified in base currency.
Billable Amount	The billable amount against the travel expense.

The system displays the following in the “Summary of Settlements” multiline:

Settlement No.	The settlement number of the travel expense.
Summary Type	The summary type of settlements.
Amount	The settlement amount of the travel expense.
Currency	The currency used for transaction.

Check the box against “Final Settlement” if the settlement is final.

The system displays the following:

Employee Remarks	The employee remarks for the travel expense settlement.
Remarks for Approval	The comments or remarks for approval of travel expense.
Remarks for Rejection	The comments or remarks for rejecting the travel expense.

Click the “Finance Approval” pushbutton to approve the travel expense settlement details.

The system approves the travel expense settlement details.

Click the “Finance Rejection” pushbutton to reject the travel expense settlement details.

The system rejects the travel expense settlement details and updates the status as “Draft”. The finance user must enter the rejection remarks. An email is sent to the concerned employee.

To proceed further, carry out the following

Click the “View Travel Request Details” link to view the travel request details.
Click the “View Travel Booking Details” link to view the travel booking details.
Click the “Travel Expense Report” link to view the travel expense report details.