User Manual Traveling Expenses Bill (TEBIll)

Transcription

1 User Manual Traveling Expenses Bill (TEBIll) aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Document created by Date of creation Modified Sekhar padhy Document Document Control Document circulation Sr. No. Date of circulation Name Purpose 1 2 Page 1 of 25

2 1.0 Introduction 1.1 Document Purpose A step by step guide to use Travelling Expenses Bill (TE Bill) portal 1.2 Intended Audience This document is intended to be read by the Travelled Users Rules to Submit Travelling Expenses Bill through online system: i. Mail will be sent by system to the immediate authority only 19days old bill authority. ii. Mail will be sent by system to the Next level authority if it is more than 19 days old. iii. Print out is allowed by system only on approval of immediate / next level authority. 2.0 User Guide Login Step 1: Enter here given URL address Step 2: Enter here provided user name Step 3: Enter here provided password Step 4: Click here to go to home page Step 1: Go to Internet Explorer icon as shown above Step 2: Type in the URL: Step 3: Enter Valid User Name and Password in the respective boxes Step 4: Press Submit Page 2 of 25

3 Single Access Gateways Step:1 Select TE Bill Application Step 1: Select TE Bill Option. User Home 1. New Bill Entry 2. Self-Bill Status 3. HR information Menu Bar Function: a. Bill Entry: It will allow user to enter their official Travelling Expenses. b. My Bill Status: It will show the status of applied bill. c. HR Policy: It will show the eligibility and Policy details of Travelling. Page 3 of 25

4 New Entry Details of Journey View details of the logged user 2. User needs to enter the * marked details 3. Select purpose of Travel 4. Auto calculation is done after entering date &time 5. Date of Journey details to be filled 8. Enter related amount for given details 6. Default Place of posting is shown as journey start place 7. Date should be within the above specified date and time Function: 9. Click on to save the entry to make further modifications 10. Click here to enter further details Block - I a. All * Marks: Compulsory fields which are needs to be filled by user. b. Departure & Arrival Date /Time : It will be entered by user c. No.of.days: It will be calculated automatically depends upon the date and time given. Block II a. Location From : It is a default value which shows the place of posting of User. b. Location To : Needs to mention travelled destination c. Departure & Reached : Departure date should be selected through the shown calendar d. Travelling Details : Paid by : Select option Company Arranged / Paid by user Travel by : Select option- Air/Train/Bus/Hired Card/Own vehicle / Taxi Travel Class : Select option Economy/Business /Travel Class Add : Click on shown image to enter empty row to enter multiple row. Del : Click on shown image to delete a row.. Skip : It can skip if it is not relevant to your travel Save : Click on save option. This option helps to make any Modifications till the submission of the form. Next : This option leads to next entry sheet Page 4 of 25

5 Details of Journey Enter the spent amount 3. Click on delete button to delete the row. 2. Click on to enter new row item. Function: a. Elaborated from & to destination details will be entered by row wise by click on add option Paid by details can be shown by using dropdown option b. Travelling Details can be selected through the given option by user. c. Click on skip option if it is not relevant to the journey. d. Click on save button to save the details entered. e. Click on next option Go to next entry form by click on next option. Page 5 of 25

6 Local Conveyance 1. Enter if any local conveyance details. 2. Click here to enter new row 3. Click here to delete any row item Function: a. If there is any local conveyance incurred by user during the journey period can specify the details by selecting multiple rows. (e.g. Taxi, Auto, Rickshaw details ) b. If it is not relevant user can skip by clicking on SKIP button. c. User can use SAVE option for saving data on each page. d. User can use NEXT option for using next form. Page 6 of 25

7 Lodging and Boarding Details 1. Click here to enter lodging & boarding details 3. Click here for Meals details 2. Click here if accommodation is arranged by company 4. Meals with or without choose option 2. Click here if accommodation is arranged by self 4. Click here to enter in case of any Misc expenses 5. Click here to Save entered details 6. Click here to consolidated bill details Function: a. This form help user to enter all types of expenses incurred during the journey. b. Accommodation details by Company or self. If stay is arranged by self-proper bill needs to be submitted. c. Meals details are to be produced with or without bills. If it is with bill / without bill then user has to select given button as shown above. d. Bills in original to be sent by mail separately to the accounts team. e. If there are any Misc. amounts incurred during the journey user can specify by using Misc. amount option. Please click here for state name. Please click here for city. Please enter hotel GST no, which is mention available in Please enter hotel invoice no, which is mention available in Page 7 of 25

8 Please enter SGST amount Please enter CGST amount. Please select tax code. Page 8 of 25

9 Summary Details Click here to save Function: Total Claim Amount is displayed. Click here to submit a. Consolidated values will be viewed related to Travelling expenses. b. Special approval will be taken for extra expenses incurred during the journey. c. Value should be shown if any advance is taken. d. Auto calculation for balance amount is shown by system. e. Before submitting the final form user can user Back option to modify the specified details. f. Before submission the details would be saved by using Save option. g. Click on Submit after verifying all the details. Mail Message Function: a. On click of submit button mail will be sent through the system to the respective authority. b. Authority will approve and send for necessary action. c. Status will be viewed by user through the bill status option. Page 9 of 25

10 Bill Status 2. Click here to view Pending bills 3. Click here to view Approved 3. Click here to view Rejected 4. Click here to view pending with accounts 5. Click here to view Saved bills 6. Click here to view final status of submitted bills 7. Click here to view without supporting document bills 1. Status of submitted bills Function: All Bills : User can view all his/her submitted bills list Pending Bills : User can view pending status where the bill is lying Approved Bills : User can view list of all the approved bills Rejected Bills : User can view list of all the rejected bills Pending with Accounts : User can view list of bills pending with Accounts Saved Bills : User can view his / her entered and saved bills, can delete / modify Final Status : User can view Final status of the bills Without Document : User can view list of bills which were submitted without document Page 10 of 25

11 View submitted bill contents Click on print button to take print Page 11 of 25

12 HR Information Option I : HR Policy 1. Self-arranged accommodation up to 2 days and more than two days 2. Hotel accommodation 3. Meals details 4. Miscellaneous Expenses 5. Travel details Function: 1. User can view as per their eligibility in respect of the following a. Self-Arranged Accommodation : This chart shows eligibility limits of accommodation i.e. stay up to 2 nights and beyond two nights. b. Hotel Accommodation : This chart shows eligibility of type of rooms,occupancy, indicative tariffs based on category of city. c. Meals Expenses : This chart gives and idea to user to spend expenses on meals. d. Miscelleneous Expenses : Perks list of eligibility of travelling for 7 days or more than 15 days, e. Travel Details : All the modes are specified as per the eligibility of user. Page 12 of 25

13 HR Information Option II: HR Policy download 2. Click on Home to go back for initial screen 1. HR travel policy downloads 3. Click here to Logout Function : Download option is given to download and refer HR Policy. Feedback Don t forget to give feedback. Your feedback helps us to improve the systems. Page 13 of 25

14 FEEDBACK FORM Page 14 of 25

15 Admin User Manual Travelling Expenses Bill (TEBill) aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Document created by Date of creation Modified Sekhar padhy Document Document Control Document circulation Sr. No. Date of circulation Name Purpose 1 2 Page 15 of 25

16 3.0 INTRODUCTION 3.1 Document Purpose A step by step guide to approve or Reject or keep pending the user s submitted bill Intended Audience This document is intended to be read by the Approving Authority Rules to Submit Travelling Expenses Bill through online system : i. Mail will be sent by system to the immediate authority only 19days old bill authority. ii. Mail will be sent by system to the Next level authority if it is more than 19 days old. iii. Print out is allowed by system only on approval of immediate / next level authority. Login Step 1: Go to Internet Explorer icon Step 2: Type in the URL: Step 3: Enter Valid User Name and Password in the respective boxes Step 4: Press Submit Click here to enter given user id Click here to submit Click here to enter given user password Page 16 of 25

17 Select TE Bill BILL FOR APPROVAL Click here to view user`s bill Function : a. After login with provided login id and password Admin user can view the above screen. b. Admin means immediate authority. c. Immediate authority clicks on User s bill as shown above to approve / reject or keep pending the bill. Page 17 of 25

18 Click on transaction id to view user s bill Click on to choose appropriate action Click on submit to approve user multiple bill Function : Immediate / next level authority a. View user s bill on click of transaction id b. Select the dropdown at status column to take action as Sent to next / Reject / Pending. Action : c. sent to next - Bill will be forwarded to Accounts Team with updation of user s submitted bill. d. Reject - Bill will be sent back by auto mail to user, in such case user can edit the bill contents. This amount is CGST. This amount is SGST. Click here to approve user single bill Click here to reject Click here to send it to next level Click here to keep in pending Each action to be selected and clicks on submit Page 18 of 25

19 Function : a. In case of approval approve button should be selected by immediate / next level authority then click on submit to send bill to next level (Accounts Team). b. For rejection select reject button and click on submit to reject. c. Immediately after reject a mail will be sent to user for modification. d. For keep pending select Pending then click on submit. It will be lying in pending list. e. An auto mail is generated by system on approval of bill by immediate / next level authority. f. Only on approval by immediate / next level authority user can take print out thorugh the print option by using my bill status tab at menu bar. EMPLOYEE BILL Click here to view employee detailed report yearly Function : a. Employee yearly submitted bill report can view by immediate / next level authority. Click here to view employee detailed report Function : a. An authority can view all types of bill reports related to all team members. Page 19 of 25

20 Accounts User Manual Travelling Expenses Bill (TEBill) aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Document created by Date of creation Modified Sekhar padhy Document Document Control Document circulation Sr. No. Date of circulation Name Purpose 1 2 Page 20 of 25

21 4.0 Introduction 4.1 Document Purpose A step by step guide to release payments against Travelling Expenses Bill (TE Bill) 4.2 Intended Audience This document is intended to be read by the Accounts Users Login Step 1: Go to Internet Explorer icon Step 2: Type in the URL: Step 3: Enter Valid User Name and Password in the respective boxes Step 4: Press Submit Click here to enter given user id Click here to submit Click here to enter given user password Select TE Bill Page 21 of 25

22 ACCOUNTS BILL Click here to view pending bills for accounts approval Click here to view user s bill for account approval Function : a. Row item list can view and at a time action can be taken by accounts team. BILL TO BE FOR NECESSARY ACTION Page 22 of 25

23 This amount is CGST. This amount is reflected after GST. This amount is SGST.this amount is reflected after GST. Account user will approve the bill and amount will be reimbursed to the user. Exception if any will be displayed here. Page 23 of 25

24 Function: a. In the accounts module, all the pending bills which are to be approved by account user are displayed and user can either approve all the bills at one go or by clicking on individual transaction id. b. Account user will approve the bill and confirmation mail will be sent to the respective user. c. In case if there is any exception, still the account user can approve the bill and once approved, will be sent to user and also to the superior. BDC DOWNLOAD Click here to download bdc file Click here download bdc item and header Note: One more tab(download Lodging, Boarding BDC) is available for down load BDC related to Lodging and Boarding only. And the rest part of claim is availbele as it is. Page 24 of 25

25 Thank You Page 25 of 25