Training for Travel & Expense Management. 14 th January 2016

Transcription

1 Training for Travel & Expense Management 14 th January 2016

2 Creating Travel Request in the Travel Management Tool Home Page Click on the Travel Management 2

3 3 New screen with all the Travel Request will be displayed Click on Create Travel Request

4 Travel Request window will open with the basic mandatory details in the request. Click on Insert" for confirming the updated details 4 Click Insert for confirming the details of Travel Booking, Car Rental, & Accommodation. Note: Select the Cost Centre of respective business unit for the associated travel, the selection of Cost Center will decide the Approver s work flow.

5 Click on the + sign for adding more lines Click on this + sign for adding more lines 5

6 There are option to request Travel Advance, Comment & Upload documents if any. Submit the Request once all the details are updated 6

7 7 The confirmation pop-up will appear as Ticket Created Successfully

8 Automated mail will be received from the Travel Desk Admin The Request will appear in the dashboard as requested 8

9 Work Flow of Travel Request The Travel Ticket will be in New Request status 9

10 The Request then will be reviewed by the Travel Helpdesk Team, the Team can Edit the Estimated Cost and Dates of Travel as per the availability of the travel Tickets. The Travel Team can Edit Estimated cost and change the Travel Date by clicking Edit 10

11 Work Flow of Travel Request Contd As the helpdesk will approve the status will be changed to Helpdesk Review. Then the Travel Ticket goes through all the required Managers approvals: Cost Centre Manager (as CCM will Approve the Travel Team can process the Ticket booking) Business Finance Partner (BFP can either Approve or Sent to the EM for approval) Executive Manager (Only Exceptional cases where BFP wants EM s intervention) As the Travel Ticket will be approved by the Managers the Step will turn to Green 11

12 Work Flow of Travel Request Contd Once all the Approvals are in place the Travel Team Get the tickets and Resolve the Travel Ticket. 12

13 13 Travel Request s Work Flow in Flowchart Presentation

14 Creating Travel bill Submission Request in the Tool Home Page Click on the Travel Management 14

15 15 New screen with all the Travel Request will open Click on Travel Bill Submission

16 New screen with all the Travel Bill Submission Request along with Request ID and other details will be displayed Click on New Request for creating the Travel Bill Submission 16

17 Travel Bill Submission Request screen with all the details to be filled will be displayed Every Travel Bill Submission will be linked to the Travel Request ID, without that the Travel Bill will not be accepted. As this cell is filled, the details highlighted in green will be updated automatically. 17 The Travel Bill Submission request form will accept only Resolved travel Tickets

18 18 All the Travel Details will be displayed as the Travel Request is entered

19 Provide all the expense details spent on travel for reimbursements Click + for adding more lines Uploads required documents for proof Click on Insert for the confirmation Advance if requested in Travel Request and released by Finance team will appear here Click on Submit once the details are updated completely 19

20 20 Notification with the Travel Bill Request ID will be displayed

21 Automated mail will be received from the Travel Desk Admin The Request will appear in the dashboard as requested 21

22 Work Flow of Travel Bill Submission Request Work Flow 1 End User (Bill Submission) Cost Centre Manager (Approved) Business Finance Partner (Approved) Finance Team (Finalized) Work Flow 2 End User (Bill Submission) Cost Centre Manager (Approved) Business Finance Partner (Approved) Finance Team (Modified Finalized) 22

23 Submitting Other Expenses Request in the Tool Home Page Click on the Travel Management 23

24 24 New screen with all the Travel Request will be displayed Click on Other Expenses

25 New screen with all the Other Expenses Request along with Request ID and other details will be displayed Click on New Request for creating the Other Expense 25

26 26 Other Expense Request screen with all the details to be filled will be displayed for submitting the Local Conveyance and Other Bills.

27 27 Click on Insert for adding the request for Local Conveyance and click on + for adding multiple requests

28 28 Click on Edit or Delete for any changes in the

29 29 There are three types of Travel mode to select while requesting for Local Conveyance

30 30 There are Mentioned types of Other Expense Category to select while requesting for Bills

31 31 Click on Insert for adding the request for Other Expense and click on + for adding multiple requests

32 32 The total Bills Submission amount will appear in Total. The employee can Comments if Any. Click Submit

33 33 The Other Expense Ticket creation notification will pop up, The comments will be saved in Comment History

34 34 The Ticket notification will be ed to the requester s inbox. The Ticket will appear in Tool s Dashboard

35 35 The Expense List and Approval list have search and download option

36 Thank You! Quess Corp Limited (formerly IKYA Human Capital Solutions Limited) Quess House, 3/3/2 Bellandur Gate, Sarjapur Road Bangalore , Karnataka, India Ranjit Nair