Recording Travel Booking Details

Select the “Record Travel Booking Details” link in the “Select Travel Request For Booking” page.

The “Travel Booking Details” page appears.

The system displays the following in the header:

Date Format	The date format that is applicable to the login user.
Time Format	The time format that is applicable to the login user.
Employment Unit	The employment unit for which travel booking details must be recorded.
Status	The status of the travel booking.

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.
Age	The age of the employee.
Nationality	The nationality of the employee.
Gender	The gender of the employee.
Date of Birth	The date of birth of the employee.
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.
Travel Details	Any additional details regarding the travel.
Reference No.	The reference number of the travel booking.
Cost Center Code	The code identifying the cost center of 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 “Contact Details” group box:

Mobile No	The mobile number of the employee.
Telephone No	The landline telephone number of the employee.
Email Address	The email address of the employee.

Note: If the login role is “Employee”, then the system defaults the telephone no, mobile no and email address in the “Contact Details” group box and the employee can modify the same. If the login role is “Admin”, then the system displays the telephone no, mobile no and email address in the “Contact Details” group box and the employee cannot modify the same.

Enter the following field in the “Passport / Identification Details” group box:

Identification Type

From the drop-down list box, select the identification type of the employee. The combo is loaded with the values “Blank”, “Contract Type”, “Identity Number”, “Driving License” and “Old ID Card No”. The system displays “Blank” by default on launch of the page.

The system displays the following in the “Passport / Identification Details” group box:

Document No.	The document number of the specified identification type.
Place of Issue	The place of issue of the specified identification type.
Date of Issue	The date of issue of the specified identification type.

Enter the following field in the “Passport / Identification Details” group box:

Passport Surname	The surname specified in the passport.
Passport – Given Names	The name given in the passport.

The system displays the following in the “Passport / Identification Details” group box:

Date of Expiry

The date of expiry of the passport.

Enter the following field in the “Travel Booking/Preference Details” multiline:

From Country	The code identifying the country from which the employee travels. Mandatory. Help facility available
To Country	The code identifying the country to which the employee travels. Mandatory. Help facility available
Place From	The place from which the employee travels. Mandatory.
Place To	The place to which the employee travels. Mandatory.
From Date	The date from which the travel is booked. Mandatory.
To Date	The date until which the travel is booked. Mandatory.
Mode of Travel	From the drop-down list box, select the mode of travel. The combo is loaded with the values “Select”, “Air”, “Bus” and “Train”. The system displays “Select” by default on launch of the page.
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.
PNR / Booking No.	The PNR or booking number of train/air/bus.
Start Date	The start date of the travel. Mandatory.
Start Time	The start time of the travel. Mandatory.
Flexible (+/-) Days	The flexible days of the travel.
Frequent Flyer No.	The frequent flyer number of the employee.
Meals Preference	From the drop-down list box, select the preference of meals during travel. The combo is loaded with the values “Select”, “Non Vegetarian” and “Vegetarian”. The system displays “Select” by default on launch of the page.
Booked Through	The travel agency through which the tickets are booked.
Booking Status	From the drop-down list box, select the status of the booking. The combo is loaded with the values “Select”, “Confirmed” and “Waiting List”. The system displays “Select” by default on launch of the page.
Specific Instructions	The specific instructions regarding the travel booking.
Remarks	Any remarks or comments regarding the travel booking.

Note: If the login role is “Employee”, then the system does not display the PNR/booking no, booking status, booked through in the multiline and delete button at the bottom of the page. If the login role is “Admin”, then the system displays the PNR/booking no, booking status, booked through in the multiline.

Enter the following field in the “Accommodation Booking/Preference Details” multiline:

Type	From the drop-down list box, select the type of accommodation. The combo is loaded with the values “Select”, “Company Guesthouse”, “Hotel”, “Private Guesthouse” and “Resort”. The system displays “Select” by default on launch of the page.
Place	The place where the employee is accommodated.
Address	The address of the accommodation.
Room No.	The room number of the accommodation.
Contact Person Details	The contact person details of the accommodation.
From Date	The date from which the employee is accommodated.
From Time	The time from which the employee is accommodated.
To Date	The date until which the employee is accommodated.
To Time	The time until which the employee is accommodated.
Type of Room	From the drop-down list box, select the type of room allotted for the employee. The combo is loaded with the values “Select” and “Deluxe”. The system displays “Select” by default on launch of the page.
Booked Through	The travel agency through which the tickets are booked.
Booking Status	From the drop-down list box, select the booking status of the accommodation. The combo is loaded with the values “Select”, “Reserved” and “Unreserved”. The system displays “Select” by default on launch of the page.
Specific Instructions	Any specific instructions regarding the accommodation booking details.
Remarks	Any remarks or comments regarding the accommodation booking details.

Enter the following field:

Remarks for Change

Any remarks for change in the travel booking.

The system displays the following:

Created Date	The login ID of the user who created the travel booking details.
Created By	The date on which the travel booking details were created.
Modified Date	The login ID of the user who last modified the travel booking details.
Modified By	The date on which the travel booking details were last modified.

Click the “Save” pushbutton to save the travel booking details.

The system saves the travel booking details and the status is changed to “Draft”.

Click the “Submit” pushbutton to submit the travel booking details.

The system saves the travel booking details and the status is changed to “Submitted”. An email is send to the employee who is associated with travel request number once the booking status is in submitted.

Click the “Delete” pushbutton to delete the travel booking details.

The system deletes the travel booking details and the status is changed to “Deleted”.