manage travel and expenses for your employees
DESCRIPTION
EmpXtrack Travel and Expenses module allows you to easily setup your Travel and Reimbursement policy and allows employees and managers to quickly setup their requests. This saves time and makes for a very satisfied workforce.TRANSCRIPT
Using EmpXtrack Travel
and Expense Module
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This presentation allows you to:
a. Create Travel and Expense requests as an employee.
b. Create Travel and Expense requests on behalf of your subordinate and approve Travel and
Expense Requests from subordinates as Manager.
c. Configure Travel and Expense Module.
Note: We would be trying most of the functionality with 3 employees
Janet Leverling – the employee
John Steel – Janet’s Manager
Terri Osborn – the HR Manager
To Login as an Employee, roll on the mouse to the employee and click on the Login button (as shown
in the image below)
Users and Functionality
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To create a Travel and Expense request, you need to:
1. Log in as Janet to try the functionality of an employee.
2. Go to My profile >> My travel & expenses and click Create travel request button to create a travel
request.
3. Provide the details and then click
Create.
Continued…
Create a Travel Request
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Create a Travel Request
4. Click Add travel leg on the
window that appears to add a
travel leg. EmpXtrack allows
multiple types of legs to be
added, each with various
options.
5. Provide the travel leg details
on the Add leg screen that
appears.
6. Click Save to save the travel
leg item and then click Submit,
once you have setup all the legs,
to submit the request to the
manager.
7. You can request an advance
for the travel too.
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Create an Expense Request
4. The process is similar to adding a
Travel Request but in an Expense
sheet, you could link the Expense
request to a prior travel request.
5. Select the dates and optionally link
the Expense sheet to an existing
Travel Request. This will automatically
deduct any advance payments that
may have been made by you.
6. Add expense items and categorize
them as per requirements. Once done,
click on Submit to send the expense
sheet to your manager for approval.
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Approve a Travel / Expense Request
To approve the request,
you need to:
1. Log in as John Steel.
2. Click on the View
button of the request
message from Janet.
Alternatively, go to
Manager >> Manager
services >> Travel &
expenses and click on
the Actions icon of the
Travel/ Expense request
that is submitted to you
and then select View
option from the menu that
appears.
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Approve a Travel / Expense Request
The Travel request window appears
3. Click Submit to accept the travel request and submit it to HR Manager for reimbursement and records update.
You can click Reject link to reject the request or Send back to employee link to send the request back to the employee for correction.
4. Click Enter travel for a team member or Enter expenses for a team member on the Travel & Expenses page to create a travel/ expense request on behalf of a subordinate.
5. Log out.
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Approve Travel/ Expense Request as HR Manager
To approve travel / expense request, you need to:
1. Log in as Terri Osborn.
2. Click on the View button of the Travel/ Expense message from John Steel.
3. Enter the amount you want to approve for the request in the Total approved amount text box.
4. Click Accept and then click Submit.
You can click Send back to employee or Send back to manager links to send the request back to employee or manager for correction. Click Reject to reject the request.
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Copyright 2013 | Saigun Technologies Pvt. Ltd.
Configure Travel & Expense Module
To configure Travel &
Expense module, you need
to:
1. Log in as Terri Osborn.
2. Go to Settings >>
Employee self
services >> Travel &
expense >> Travel &
expense
configurations.
3. Click Based on rules
subtab to configure
rules for travel id /
expense id generation
on the Travel /
Expense tab.
4. Configure workflows for
each user and then
click Save Changes.
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Copyright 2013 | Saigun Technologies Pvt. Ltd.
Configure Travel & Expense Module
Go to Settings >>
employee self
services >> Travel &
expense >> Setup
travel modes to add
/ modify travel
modes.
Go to Settings >>
Employee self
services >> Travel &
Expense >> Setup
expense types to
add / modify expense
types.
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For a demo or more
information please
contact
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