e-connect solutions pvt ltd udaipurhrm.e-connectsolutions.com/docs/bill_settlement.pdf · e-connect...

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E-Connect Solutions

Document No:

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Connect Solutions Pvt LtdUdaipur

Release 1.0

Tour Bill Settlement

User ManualDocument No: ESPL HRMS -UM-01

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Pvt Ltd, Udaipur

Release 1.0

For


User Manual01-R01

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About This Document This User Manual is a guide to the payroll admin users of ESPL-HRMS and describes details of the various features available in the Tour Bill Settlement. It is assumed that the User of the present system has Hands-On experience of Basic PC Usage and also has conceptual understanding about the working of this system.

Important It is our endeavor to deliver correct & informative documentation and every effort has been made with this intention. Despite of our all efforts, the possibility of error always remains. E-Connect undertake to correct such errors wherever possible, and requests feedback from users in this regard. However, E-Connect are not responsible for any consequential losses arising from the usage / wrong usage of TBS.

Copyright Notice This manual is a copyright with all rights reserved. No part of this publication may bereproduced, stored in a retrieval system or transmitted in any form or by any means.

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Table of Contents

User Manual ................................................................................................................................................ 1

Document No: ESPL HRMS -UM-01-R01 ............................................................................................... 1

1 Introduction & Guidelines....................................................................................................................... 4

1.1 Tour Bill Settlement .............................................................................................................................. 4

2 Travel Advance Module ......................................................................................................................... 4

2.1 Application Form................................................................................................................................... 5

2.1.1 Indentor Information ................................................................................................................. 6

2.1.2 Tour Training Fellow Mates ....................................................................................................... 6

2.1.3 Project Details............................................................................................................................ 7

2.1.4 Travel Details.............................................................................................................................. 8

2.2 Approval Process................................................................................................................................. 11

2.2.1 First Level Approval.................................................................................................................. 11

2.2.2 Second Level Approval............................................................................................................. 14

2.3 E-Receipt Submission............................................................................................................................ 16

3 Bill Reimbursement Module .................................................................................................................. 18

3.1 Application form ................................................................................................................................. 18

3.1.1 Project Details.......................................................................................................................... 20

3.1.2 Tour /Training Fellow Mates.................................................................................................... 21

3.1.3 Travel Information ................................................................................................................... 22

3.1.4 Lodging and Boarding Expenses .............................................................................................. 23

3.1.5 Local Conveyance Expenses..................................................................................................... 23

3.1.6 Miscellaneous Expense ............................................................................................................ 23

3.1.7 Domestic Allowance................................................................................................................. 24

3.1.8 Upload Documents ................................................................................................................. 24

3.1.9 Amount Details ....................................................................................................................... 24

3.2 Reimbursement with Travel Advance................................................................................................. 31

3.3 Approval Process .................................................................................................................................. 33

3.3.1 First Level Approver ................................................................................................................. 33

3.3.2 Second Level Approver ............................................................................................................ 42

3.3.3 Admin Level Approval .............................................................................................................. 49

3.4 E- Receipt Submission Process............................................................................................................ 58

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1 Introduction & Guidelines

This manual is intended to serve as a Reference Guide on implementation of Tour Bill Settlement procedures that are currently in force in ESPL Hrms. Tour Bill Settlement Software is an integrated software application that merges Travel Advance and Bill Reimbursement. Tour Bill Settlement Software is a system to apply the Bill reimbursement application online.

1.1 Tour Bill Settlement

Tour Bill Settlement module includes Travel Advance Application Form and Bill Reimbursement Application Form. - Travel Advance Form will be used by Employee to apply Travel Advance in the system.- Bill Reimbursement Form will be used by Employee for settling the tour claims and expenses.

2 Travel Advance Module

Travel Advance system covers the activities where the applicant can apply for tour advance.

- The Finance admin will be able to see all applications for advance and claims, close all entries and make necessary communication.

- All values/limits of advance and claims will be governed by company tour and travel policy and through proper channel for destinations within country or abroad.

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2.1 Application Form

This interface will be used by Employee to apply Travel Advance in the system

This interface can be accessed from the following path- Home >>Travel Advance

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2.1.1 Indentor Information Here the information of the logged on user will be displayed .This is automatically displayed by the system.

2.1.2 Tour Training Fellow MatesHere information of all those employees needs to be entered who will be going on the tour and need travel advance for the same.

- Employee Name To enter the name of the employee, all you need to do is write his/her name in the text box and the system will automatically search and display the names of all employees in the company with that name. To add an employee, you need to click on the name of that employee and his name and other details will be added into the text box.

- Prime ContactOne who will be acting as point of contact for the entire group going on tour. In case only one person is there in the requisition, it is mandatory to select “Yes” option for him, else application won’t get submitted. In case there are multiple employees selected in the requisition, you need to select “Yes” option for at least one of them.

- ApproversOn clicking on Approvers icon the user can view his/her Approval Details.

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- AddAfter selecting employee’s name and suitable option in the contact person field, you need to click on the green colored plus sign to add employee to the list.

- Edit/DeleteIf you want to Edit/Delete Employee Details you need to click Edit/Delete Button from the list.

2.1.3 Project DetailsHere the detail of the project is to be entered for which the employee is going on tour.

- Business UnitEmployee has to select the name of the Business Unit from the Dropdown list.

- TypeEmployee has to select type of Business unit for which he/she is going on tour. There are three types provided for each business unit Internal, Revenue, Marketing.

- ProjectThe name of the project is to be selected from the dropdown list.

- ActivityThis field represents the name of the activity for which the employee is going on tour. There can be any activity like Internal Meeting, for Meeting Customer, Hardware Installation etc.

- Share (in %)This field represents the share in project .This should be 100%.If a employee is going on tour for two projects then the share should be 100% by combining both the projects.

- Add After selecting project name and suitable option in the Business Unit field, you need to click on the green colored plus sign to add project details to the list.

- Edit/Delete If you want to Edit/Delete Project Details you need to click Edit/Delete Button from the list.

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2.1.4 Travel Details

Here the details of the travel need to be entered by the employee for drawing Advance from the Cash section.

- Advance ForWhether Advance being drawn is for domestic tour or Foreign Tour needs to be mentioned here.

- LocationThe name of the Location where the employee is going for tour is to be entered here.

- Travel Start/End DateIn these fields the date of tour should be specified. It should be greater than today’s date as the Employee is applying for Advance.

- Total AmountAmount for Advance being drawn needs to be entered here.

- PurposeSpecify the purpose of tour for which advance is being taken.

- Overall RemarksAny other remarks /comments you need to mention can be mentioned in this field.

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- Save & Submit the Form

Once a requisition is save a unique requisition No. is generated and we can update the details which are in draft mode and the requisition Screen would appear like the screen shot shown below:

Once the ‘Cancel’ option is selected, requisition screen would appear in the list mode like the Screenshot shown below:

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- Once the Application is save the status will display as draft mode. - Employee can search there build Application by their Requisition no. or employee name.

- All the Application with Different status can be viewed with desired selection.

Once a requisition is Submitted the requisition Screen would appear like the screen shot shown below:

Once a requisition is submitted by the employee there will be no change can be done and, a mail will flow tohis approver. And in list mode status is changed to pending.

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2.2 Approval Process

This section is responsible for following-- First Level Approval - The LSA has rights to Approve the Application- Second Level Approval – The Account Head has rights to approve the Application after first

Approved.

2.2.1 First Level Approval

The approver can take appropriate action on the application through that mail or by logging into the online systems.

Approval has to click on the mail to take appropriate action.The following options will be shown to the approver in the mail of which he can modify some and take action against the application.

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- Approver can change the amount to be approved and mention his remarks against it which will be forwarded to the next level approver (If applicable) and finally to the Head of Accounts Department.

- Approver can change the project Details.- If the First level Approver rejects the application the application will end here.- Once requisition has been submitted by the first level approver after taking appropriate action ,the screen

would appear like the snapshot given below:

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Once requisition has been submitted by the first level approver after taking appropriate action, one mail will flow to the requisitioner intimating approval of his application by the first level approver.

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2.2.2 Second Level Approval

Another mail will flow to next level approver (if applicable)/Accounts Department Head Who can take further action on the application until it gets approved finally.

The following options will be shown to the approver in the mail of which he can modify some and take action against the application.

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If the Second level approver rejects the application the application will end here.Once requisition has been submitted by the second level approver after taking appropriate action, thescreen would appear like the snapshot given below:

Once the requisitioner gets approved at all levels one mail will flow to the requisitioner.

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Once the requisition gets approved at all levels, the status of the application will get updated as approved in the list mode at the requisitioner end.

2.3 E-Receipt Submission

After Approval from both levels the user can view both the Approvals.

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After that, the requisitioner can take a print out of the approver application (as shown in the screenshot shown below) and submit it in the finance department and take the advance.

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3 Bill Reimbursement Module

Bill Reimbursement system covers activities where the applicant can apply for settling the tour claims and expenses (domestic/foreign).

- All values/limits of claims will be governed by the company tour and travel policy and through proper channel for destinations within the country or abroad.

- The system will process requisitions, help manage the procedure, send communications and closing all entries, important analysis and reports.

The general working of the system is as explained below:

3.1 Application form

This interface will be used by Employee to settle all tour expenditure in the system. This interface can be accessed from the following path- Home >>Bill Reimbursement

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Following Fields need to be entered by the employee before he could submit the requisition:-- Requisition Type

The requisitioner needs to define the type of requisition, i.e. Whether the application is for settling an already taken travel advance or for getting some expenses reimbursed and respective options may be selected over here according to which appropriate application form will get opened up.

- Purpose The purpose for which expenses were incurred needs to be defined over here.

- Tour Start Date / End DateIn these fields Date of Tour should be specified.

3.1.1 Project DetailsHere the detail of the project is to be entered.

- Business UnitEmployee has to select the name of the Business Unit from the Dropdown list.

- Type Employee has to select type of Business unit for which he/she is going on tour. There are three types provided for each business unit Internal, Revenue, Marketing.

- ProjectThe name of the project is to be selected from the dropdown list.

- ActivityThis field represents the name of the activity for which the employee is going on tour. There can be any activity like Internal Meeting, for Meeting Customer, Hardware Installation etc.

- Share (in %)This field represents the share in project .This should be 100%.If a employee is going on tour for two projects then the share should be 100% by combining both the projects.

- Add After selecting project name and suitable option in the Business Unit field, you need to click on the green colored plus sign to add project details to the list.

- Edit/Delete If you want to Edit/Delete Project Details you need to click Edit/Delete Button from the list.

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3.1.2 Tour /Training Fellow Mates

Here information of all those executives needs to be entered who had gone on the tour. The same can be done by entering the name of the employee in the text box and clicking on the name in the list to add them in the application. One needs to click on the Green colored plus sign to add employees in the list of fellow mates.

- Employee Name To enter the name of the employee, all you need to do is write his/her name in the text box and the system will automatically search and display the names of all employees in the company with that name. To add an employee, you need to click on the name of that employee and his name and other details will be added into the text box.

- Prime ContactPrime contact is the one who will be acting as point of contact for the entire group. In case only one person is there in the requisition, it is mandatory to select “Yes” option for him, else application won’t get submitted. In case there are multiple employees selected in the requisition, you need to select “Yes” option for at least one of them.

- ApproversOn clicking on Approvers icon the user can view his/her Approval Details.

- RulesUser can view his/her rules as per the company policy.

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- AddAfter selecting employee’s name and suitable option in the contact person field, you need to click on the green colored plus sign to add employee to the list.

- Edit/Delete If you want to Edit/Delete Employee Details you need to click Edit/Delete Button from the list.

3.1.3 Travel InformationIn case expenses involved travelling by the tour mates, its detailed bifurcation needs to be entered over here.

- In the “Travel Start Date” user needs to enter the journey departure detail with date and time.- In the “Travel End Date” user needs to enter the journey end detail on which date and time he/she

reached at destination.- In the “Arranged by” field, the requisitioner needs to state whether the expense at the time of

booking the ticket for the journey was incurred by himself or by the company or Adjusted already in some other bill.

- In case he selects option “Self”, then the amount of ticket will get added into his total claim amount. - In case he selects “Company”, the ticket amount will not get added in his total claim amount.

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- In case he selects “Adjusted”, this means that the ticket amount is already claimed by some other person in some other bill.

- In case a single ticket reflects the name of all the tour mates, they need not repeat the amount against every individual, but mention the amount as 0.

- After entering all the details, they need to click on the green colored plus sign to add the details in the list form.

3.1.4 Lodging and Boarding ExpensesIn case an executive stayed in a hotel during his tour period, he needs to mention the expenses incurred

during the same in this sub-head. After entering the name of the hotel, one need to mention the rate of the room per day and the final amount paid to the hotel (might be greater than overall calculation as it includes tax, booking of more than 1 room etc). After this you need to add the details by clicking on green colored plus sign and enter the details of 2nd hotel, if applicable.

3.1.5 Local Conveyance ExpensesExpenses incurred while using some local Conveyance during the tour/training needs to be mentioned here.

3.1.6 Miscellaneous ExpenseAny miscellaneous expenses incurred like for food, stationary etc may be entered here and submitted forreimbursement.

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3.1.7 Domestic AllowanceOnce you save the application the DA will be calculated automatically according to the company rules andpolicies. When you will update the application, DA will also get update accordingly.

3.1.8 Upload DocumentsBills of all the Expenses incurred should be attached here. In the Document Type field requisitioner need to

select the type of document from the List and should attach the documents for the same.

3.1.9 Amount Details- Overall Expenditure

All the expenses either borne by the employee or by company will come in this section.This figure will show total expended amount on this tour.

- Advance DrawnIn case of Travel Advance Settlement, this figure will show the amount of advance that has been drawn by the requisitioner.

- Ticket Adjusted AmountIn case of Travel ticket amount is already claimed in some other bill, and then the ticket adjusted amount will be shown by this figure.

- Total Amount ClaimedAll the expenses borne by the employee will be shown under this head. For other expenses, which have been arranged by the company and the employee has not paid for them; their amount will not be added in this final figure.

- To Pay/ReceiveThis figure will show the final remaining amount that has to be settled with the Accounts Department.

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- Save and Submit the Form

Once all the fields are entered into the system, requisition screen would appear like the screenshot shown below:

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- On Click on save Button the Application will be view in draft mode in which a user can edit and update the details.

- On save an unique Requisition Number will be generated.- Without Save the Application cannot be submitted as on saving first DA will be calculated.- DA will be Calculate Automatically on first save and on each update DA will get update

automatically according to changes.

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Before, the Application gets submitted it will take the Requisitioner to the Tour Details form. In this form the requisitioner has to enter his daily work activity information.

Once the requisitioner submits the application, following screen will appear as shown below:

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All the fields for which the employee has crossed his entitlement will appear in red color.

On Click on Print button user can get the Bill Reimbursement Receipt.

Once the Application gets Submitted the requisition number gets generated and it will appear in the List Mode.The following Interface will appear:

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- Once the Application save the status display is n draft mode and on submitted status will be pending.- Employee can search there build Application by their Requisition no. or employee name.- All the Application with Different status can be viewed with desired selection.- Once, the requisition is submitted the following mail will appear at the Requisitioner end.- From their user can Print E-Receipt

Once the requisition is submitted and sent for approval, the following screen will appear at the end of the approver.

3.2 Reimbursement with Travel Advance The Employee/User who has already taken Advance, can settle the advance amount in this by selecting the Requisition type ‘Travel Advance’.

- A list will be appearing of Travel Advance Req. No. which was applied by the user previously. - User have to select the respective ‘Travel Advance Requisition no.’- The user can view selected travel advance requisition by click on given link :

View Travel Advance Requisition- On selecting a Req. No. from list the details of Tour/Training fellow mates will get added which had

been added in selected travel advance Requisition.- Travel Advance Amount will get add in the Advance amount field and will get deduct in claimed

amount.

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3.3 Approval ProcessIn case of Bill Reimbursement there are three levels of approver. First Approver will be employee’s LSA,

second Approver will be Accounts Department Head, and Third Approver will be Admin Approver.

- If claimed amount is less than 1000, then approval chain will end on accounts Head- If claimed amount is greater than 1000, then approval chain will end on admin Head.

3.3.1 First Level Approver

Once the requisition is submitted and sent for approval, the following screen will appear at the end of the first level approver (LSA).

Approval has to click on the mail to take appropriate action.The following options will be shown to the approver in the mail in which he has to take action against the application.

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The First level Approver/LSA has 4 options in Action field which are given below :- TBA A/C – To be approved by the accounts.The A/C Dept. will take proper action against it. TBA Mgmt - To be approved by the management.The Admin will take proper action on this. Approved only – If he/she wants to deduct or increase the requested amount. OK – if he/she is ok with the requested amount.

The Approver can View the History Record of Hotel Expenses and Local conveyance-

The Approver can Hold, Approve, Reject the application.If the approver holds the Application the following interface will be shown:

Once the First level Approver holds the requisition the following mail will flow to the requisitioner

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Now the Requisitioner clicks here for reply against the query that has been raised by the first level Approver.

Once the requisitioner post the reply of the query raised by first level approver another mail will flow to the first level approver.

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Approval clicks the mail to open the application and then further take the action on the reply posted by requisitioner.

Now, the approver can post the new query or can approve/reject the application. If the Approver approves the requisition the following interface will be shown:

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When the approver clicks on the submit , the following alert message will be shown to the approver:

The first level approver can select any of the action from the action Dropdown list. Once Action are selected and approver clicks submit again the following Alert message will be shown:

When the approver Clicks OK the following tab will open ,the approver selects Yes option for approving the application and then clicks submit.

Once the requisition is approved by the First level approver the following interface will be shown:

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Once the requisition is approved by the first level approver one mail will flow to the requisitioner.

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3.3.2 Second Level ApproverOnce the requisition is approved by the first level approver another mail will flow to the second level approver i.e. Head of the Accounts Department.

The Second level Approver i.e. Head of Accounts Department can Hold, Approve, Reject the application. If the approver holds the Application the following interface will be shown:

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Once the Second level Approver holds the requisition one mail will flow to the requisitioner and another mail will flow to the first level approver.

Requestor clicks on the link provided in the mail to reply against the query raised.

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Another mail will be forwarded to the First level Approver when the Second Level Approver holds the

application.

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Once the requestor and first level approver both replies to the query raised by Second Level Approver one mail will be forwarded to the Second Level Approver and an acknowledgement mail is sent to the requestor.

When the second level approver clicks on the link provided in the mail the following interface will open-

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When the second Level Approver clicks on approve and then click submit The Alert will be shown once again for the approver. But, for the second level approver there will be only three Actions will be available:

OK: This signifies that the Amount requested is approved by the approver. Approved By Management: This signifies that the amount requested is approved by the

management only. Approved Only: This signifies that the application is approved but the amount to be approved is to

be filled by the approver only.

If the Approver approves the requisition the following interface will be shown :

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3.3.3 Admin Level ApprovalOnce The Requisition is approved by the Second Level Approver i.e. Head of Accounts Department one mail will flow to the requestor and another mail will flow to the third level approver i.e. the Admin.

- Below mail will go to Requisitioner about approval notification.

When the requisition is approved by second level approver another mail will flow to the Admin Approver.

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The Third level Approver i.e. Admin can Hold, Approve, Reject the application. If the approver holds the Application the following interface will be shown:

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Once the Admin level Approver holds the requisition one mail will flow to the requisitioner and another mail will flow to the first level approver and one more mail will flow to the Second level approver i.e. Accounts Department head.

Requestor clicks on the link provided in the mail to reply against the query raised. Requestor needs to reply against the query raised so the necessary actions can be taken.Once the Admin level Approver holds the requisition another mail will be forwarded to the first level approver.

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- First level Approver can click on the link provided in the mail to reply against the query raised. It is not mandatory for first level approver to reply on the query. If the first level approver replies to the query an acknowledgement mail is sent to the requestor.

- Once the Admin level Approver holds the requisition another mail will be forwarded to the second level approver.

- Second level Approver can click on the link provided in the mail to reply against the query raised. It is not mandatory for second level approver to reply on the query. If the second level approver replies to the query an acknowledgement mail is sent to the requestor.

- Once the requestor and all the approver replies on the query one mail will be forwarded to the Adminlevel Approver.

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When the Admin level approver clicks on the link provided in the mail the following interface will open.

Now the Admin level approver can post new query or can approve/reject the application.

When the Admin Level Approver clicks on approve and then click submit the Alert will be shown once again for the approver. But, for the Third level approver there will be only three Actions will be available:

OK: This signifies that the Amount requested is approved by the approver. Approved Only: This signifies that the application is approved but the amount to be approved is to be filled by the approver only.

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If the Admin level approver approves the application the following interface will be shown:

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Once the requisition is approved by the Admin Level Approver one mail will flow to the requestor and one mail will flow to the Second level approver i.e. to the Accounts Department Head.

One mail will be forwarded to the Accounts Department head is shown below:

- Once the requisition is approved at all the levels, the Accounts Department gets an option to take the print out of the requisition (as shown in the screenshot) which will be filed.

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- If any level of Approver Rejects application the application will be rejected and no further action could be taken on it.

- The same procedure will be followed in Bill Reimbursement with Travel Advance.

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- After Approval from All levels the user can view details of all the Approvals.

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3.4 E- Receipt Submission Process

when the requisitioner fills and submit the application after then he/she have to take a print out of the E-Receipt (as shown in the screenshot shown below) and submit it along with all the original bills to the Accounts Department.Then only the bill will be processed further.