Travel Management – A summary of the activity

This page enables the approver to approve or reject the travel requests and travel expenses. You can view the travel request and expenses raised by the employee in the multiline.

Getting familiar with the pages inside

Go to page…	To carry out the task…
Travel Management	To approve or reject the travel request and travel expense details.

 

Travel Management

Ø  Select the “Travel Request” Tile in the My Approvals of Managers Home page.

The “Travel Management” page appears.

This page consists of the following tiles:

4Requests Pending Approval

4Requests with Exception

4Requests Actioned

4Expenses Pending Approval

4Expenses with Action

4Expenses Actioned

Tile: Requests Pending Approval

Ø  The total count of all the travel requests that are in “Pending for Authorization” status is displayed.

Ø  Click this tile to view all the pending for approval travel requests in the multiline.

Tile: Requests with Exception

Ø  The total count of all the travel requests that are in “Pending for Authorization” status with exceptions is displayed.

Ø  Click this tile to view the travel requests with exceptions in the multiline.

Tile: Requests Actioned

Ø  The total count of all the travel requests that are in “Approved” and “Rejected” status is displayed.

Ø  Click this tile to view actioned travel requests in the multiline.

Tile: Expenses Pending Approval

Ø  The total count of all the travel expenses that are in “Pending for Authorization” status is displayed.

Ø  Click this tile to view all the pending approval expenses in the multiline.

Tile: Expenses with Action

Ø  The total count of all the travel expenses that are in “Pending for Authorization” status with exceptions is displayed.

Ø  Click this tile to view the travel expenses with exceptions in the multiline.

Tile: Expenses Actioned

Ø  The total count of all the travel expenses that are in “Approved” and “Rejected” status is displayed.

Ø  Click this tile to view actioned travel expenses in the multiline.

Travel Requests (n months)

The travel request for n months is displayed. If the parameter in is set as “12 months”,’ then all travel requests and expenses raised within the last 12 months from system date is retrieved in the respective L2 ESS and MSS screens.

ØSearch field acts as a solar search and enables the user to fetch the desired Trave Request/Expense records. Enter the desired text/numeric data of the employee in the box provided and click “Get” button to retrieve the Travel Request/Expense records respectively

ØEnter the following details:

Sort by

From the drop-down list box, select the required option. The combo is loaded with “Duration”, “Employee”, “Estimated Travel Cost”, “Expense Status”, “Request Status”, “From Date”, “Position”, “Work Country”, “Work Location” and “Travel Type” options.

Note: The “Requests” multiline is refreshed and retrieved based on the options selected in “Sort By” combo and tile selected. The sort will be done in ascending order for the option selected.

The following details are displayed in the “Requests” multiline:

Column 1	The following details are displayed under this column: 4    Name of the employee who raised the travel request. 4    Current position title of the employee and department to which the employee belongs 4    Current work location of the employee 4    Travel Request Date or Settlement Date
Column 2	The following details are displayed under this column: 4    From place, One way/Two way and To place. One way travel is indicated as forward icon . Two way is indicated as forward and backward icon . 4    From Date – To Date (Number of travel days). Click Data Hyperlink to launch “Travel Request Approval” screen. 4    Travel type, trip type and travel purpose. 4    Travel Request ID. 4    The status of the travel request.
Column 3	If the Any of the following tiles are clicked “Requests Pending Approval” , “Requests With Exceptions “ or “Requests Actioned” then the following details are displayed under this column: 4    Estimated Travel Cost. 4    Estimated travel cost in base currency. 4    Exception message. The exception messages are “Exceeds Travel Budget”, “Exceeds Travel Eligibility” and “Mismatch in Mode / Class of Travel” is displayed. If the Any of the following tiles are clicked “Expenses Pending Approval” , “Expenses With Exceptions “ or “Expenses Actioned then the following details are displayed under this column: 4    Latest pending settlement number. Ex: “Settlement-1” 4    Total claim amount in base currency. 4    Settlement status. 4    Exception message. The exception messages are “Exceeds Travel Budget”, “Exceeds Travel Eligibility” and “Mismatch in Mode / Class of Travel” is displayed.
Column 4	ØClick “” icon on any row in the grid, then the “Approve / Reject Travel Request or Approve / Reject Travel Settlements” pop-up appears. ØClick  icon to approve the travel request.
Column 5	ØClick “” icon on any row in the grid, then the “Approve / Reject Travel Request or Approve / Reject Travel Settlements” appears. ØClick  icon to reject the travel request.

Approve / Reject Travel Request

The following details are displayed in the “Approve / Reject Travel Request” pop-up:

4  The travel details such as From Place, To Place, travel request ID, From Date, To Date and Cost Center.

Cost Center	Department or Project cost center (based on the parameter”) to which the employee belongs.
Estimated Travel Cost	The total estimated cost of the travel request.
Remarks	Enter the reason for approval and rejection. This field is mandatory if the travel request is rejected.

Ø  Click “Approve” button to approve the selected travel request.

Note: If the logged in approver is not the final approver, then the Travel request will be forwarded to the next level of approver with request status being “Pending Authorization”. If the logged in approver is the final approver, then the Travel request status is changed to “Pending Finance Approval”.

Ø  Click “Reject” button to reject the selected travel request.

On click of reject, the travel request is rejected and the status is changed to “Rejected”.

Approve / Reject Travel Settlements

The following details are displayed in the “Approve / Reject Travel Settlements” pop-up:

4  The travel details such as From Place, To Place, travel request ID, From Date, To Date and Cost Center.

Cost Center	The cost center to which the employee belongs.
Purpose	The purpose of travel.
Claimed Expenses	The travel expense amount claimed by the employee.
Total Eligible Amount	The travel expense amount eligible for the employee.

Ø  Click “Approve” button to approve the selected travel expense.

Note: If the logged in approver is not the final approver, then the Travel expense will be forwarded to the next level of approver with request status being “Pending Authorization”. If the logged in approver is the final approver, then the Travel expense status is changed to “Authorized”.

Ø  Click “Reject” button to reject the selected travel expense.

On click of reject, the travel expense is rejected and the status is changed to “Rejected”.

Summary

Ø  Click Column 3 Data Hyperlink on any row in the multiline to launch the summary of travel request.

This screen consists of the following sections

4Header

4Advance Details

4Estimated Amount – Break up Details

4Expense Settlement Details

4Footer

Note: Expense Settlement Details and Footer sections are not visible when this screen is launched through “Estimated Travel Cost” Data Hyperlink.

Header

The following details are displayed under the header section

4Planned - From place, One way/Two way and To place. One way travel is indicated as forward icon . Two way is indicated as forward and backward icon . From Date – To Date (Number of travel days).

4Actual - From place, One way/Two way and To place. One way travel is indicated as forward icon . Two way is indicated as forward and backward icon . From Date – To Date (Number of travel days).

Travel Request ID	The identification code of the travel request.
Cost Center Description	The detailed description of the cost center.
Status	The status of travel request.
Total Eligible Amount	The travel expense amount eligible for the employee.
Total Estimated Cost	The total estimated cost of the travel request.
Claimed Expenses	The travel expense amount claimed by the employee.
Total Approved Expenses	The travel expense amount approved for the employee.

Advance Details

The following details are displayed under the advance detail section

Advance Amount	The advance amount along with base currency.
Additional Amount	The additional amount taken.
Total Amount	The total advance amount of the travel request.

Expense Settlement Details

The following details are displayed under the expense settlement detail section

4Latest Pending settlement is shown first and other settlements in descending order.

Settlement Number	The number identifying the settlement of travel expense.
Settlement Last Action Date	The last date on which the travel expense settlement is made.
Expense Settlement Status	The status of the expense settlement.
Settlement Amount	The settlement amount in base currency.

Note: If the expense settlement is in “Draft”, “Pending Authorization”, “Rejected” status then the total claimed amount in base currency is displayed. If the expense settlement is in “Authorized”, “Finance Approved” status then the total Approved amount in base currency is displayed.

4Exception message (if any).

Billable	The billable amount against the travel expense.
Non Billable	The non-billable amount against the travel expense.
Borne by Emp	Indicates the expenses borne by employee.
Borne by Comp	Indicates the expenses borne by company.

Estimated Amount – Break up Details

The following details are displayed under the estimated amount breakup details section

Billable	The billable breakup amount against the travel request.
Non Billable	The non-billable breakup amount against the travel request.
Borne by Emp	Indicates the travel expenses borne by employee.
Borne by Comp	Indicates the travel expenses borne by company.

Footer Section

The following details are displayed under the footer section

Due to Employee	The due amount to be paid for the employee.
Due to Company	The refund amount to be given to the company.
Billable	The billable amount against the travel expense.
Non Billable	The non-billable amount against the travel expense.

4   The following message appears at the bottom of the screen “On Click of Settlement ID screen will redirect to Expenses details screen wih defaulted settlement No.”.