Travel Management

Select the “Manage Travel” link in the My Travel widget of Self Service Home page.

The “Travel Management” page appears.

Click “Preference” hyperlink to set the Travel preferences of the login employee.

This page consists of the following tiles:

All Requests
Requests Pending Approval
Approved Requests
Rejected Requests
Expenses Not Raised
Expenses Pending Approval
Expenses Approved
Expenses Rejected

Tile: All Requests

The total count of all the travel requests that are raised by the login employee is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Requests Pending Approval

The total count of all the travel requests that are raised by the login employee that are in “Pending for Authorization”, “Pending Finance Approval” and Pending Cancellation status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Approved Requests

The total count of all the travel requests that are raised by the login in ESS user and are in “Finance Approved” status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Rejected Requests

The total count of all the travel requests that are raised by the login employee that are in “Rejected” and “Draft - Finance Rejected” status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Expenses Not Raised

The total count of all the travel requests that are raised by the login ESS user which are in “Finance Approved” status for which expense settlement has not been initiated is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Expenses Pending Approval

The total count of all the travel expenses raised by the login employee that are in “Authorized” and “Pending for Authorization” and “Pending Finance Approval” status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Expenses Approved

The total count of all the travel expenses raised by the login employee for whom the Travel Expense settlements are in “Finance Approved” status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Tile: Expenses Rejected

The total count of all the travel expenses raised by the login ESS user for which the Travel Expense settlements are in “Rejected” and “Finance Rejected” status is retrieved and displayed under travel request section (based on the “View Past Transactions” parameter).

Travel Request (n months)

The travel request for n months is displayed. If the parameter 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.

Search 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

Sort by

From the drop-down list box, select the required option. The combo is loaded with
“Duration”, “Estimated Travel Cost”, “Expense Status”, “From Date”, “Request Status”, “Settlement Amount” 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 following details are displayed in the “Requests” multiline:

Column 1	The following details are displayed under this column: 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 type, trip type and travel purpose. Travel Request ID. The status of the travel request.
Column 2	If the travel request is in “Draft” or “Pending for Authorization” or “Pending Finance Approval” or “Rejected” or “Cancelled” or “Finance Approved” status and Travel expense settlement is not initiated then the following details are displayed under this column: Estimated Travel Cost. Estimated travel cost in base currency. Exception message. The exception messages are “Exceeds Travel Budget”, “Exceeds Travel Eligibility” and “Mismatch in Mode / Class of Travel” is displayed. If the travel request is in “Finance Approved” status and expense settlement has been initiated then the following details are displayed under this column: Latest pending settlement number. Total claim amount in base currency. Settlement status. Exception message. The exception messages are “Exceeds Travel Budget”, “Exceeds Travel Eligibility” and “Mismatch in Mode / Class of Travel” is displayed.
Column 3	Copy Icon: Click Copy Travel Request icon to copy the travel request contents and raise a new travel request. On clicking the Icon the Copy Travel Request pop-up appears. System displays the From place, To place, Trip Type details in the header and defaults the fields like Start Date, End Date, Purpose of travel, Travel details from the selected Travel request. The user can modify the defaulted values and click on Submit to raise a New Travel request.
Column 4	Click icon to edit the travel request. If the status of the Travel Request is in “Draft”, “Rejected”, “Draft-Finance Rejected” status and expense settlement is not initiated then on click of the enabled Edit icon, “Travel Request Submission/Approval” screen is launched. If the status of the Travel Request is in “Finance Approved” status and latest expense settlement is in “Draft” status then on click of the enabled Edit icon, “Travel Expense Settlement” screen is launched.
Column 5	Click icon to cancel the travel request. Click “” icon on any row in the grid, then the “Travel Request Details” pop-up appears. The following details are displayed in the “Travel Request Details” pop-up: The travel details such as travel type, travel request ID, Cost Center and Estimated Cost. Enter the reason for cancellation in the “Remarks” text box and click “Cancel Travel Request” to cancel the travel request. A “success message” appears for travel cancellation and the travel request id changes to “Pending Cancellelation”.
Column 6	Click icon to launch the travel booking screen.
Column 7	Click icon to launch the Travel Expense Settlement / Approval screen. Note: This icon is enabled based on the status of the Travel Request and the Expense Settlement.

Quick Request

Click Quick Request Hyperlink at the right hand side to launch the quick request screen.

New Request

Click New Request Hyperlink at the right hand side to launch the Travel Request Submission / Approval screen.

Ad-Hoc Expense

Click Ad-Hoc Hyperlink at the right hand side to launch the Travel Expenses Settlement / Approval screen.

Travel Policy

Click Travel policy Hyperlink at the right hand side. Travel policy is launched in a new window as per the URL for this link defined through process parameters.