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Local Conveyance Module

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Table of Content

Local Conveyance Module

1. Process Flow & Description 2

2. Roles & Responsibility of various stakeholders 8

3. Service Level Agreement 8

4. Approval Matrix 9

5. Troubleshooting- FAQ 9

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1 Process Flow & Description

Under Local conveyance module employee can reimburse local travel within city or across city

by his own vehicle or other booked vehicle.

On successful login user will be redirected to the home page Select ‘Employee Claim--> SUBMIT

EMPLOYEE LOCAL CONVEYANCE CLAIM’ and the screen will appear as follows.

On clicking following screen appears. Where user has to click on continue.

Following screen appears & user has to click on ‘click to add expense line’. After that user has to

put following details:

o Insert the Period for Conveyance

Employee makes a cash expense

• Role - User

Raise an expense claim

• Role - User

Approval of Expense claim

• Role - Reporting hierarchy

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o Expenses Date

o From Place – to Place

o Mode of Travel

o KMS Traveled

o Rate per KM / Fixed Rate

o Expense Head from the Find link

o Expense Description

o Bill Amount (Including of all Tax)

Click on Electronic approval by find link to select the approver. Following screen appears. Click

on forward.

After clicking employees IRA & his IRA’s IRA are displayed. Employee has to select his IRA as

approver. In case IRA is not available or is on leave employee can also select IRAs IRA as

approver. Refer snapshot below.

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After selecting approver, employee can attach relevant scanned supporting document & submit

the claim for approval.

Once a claim is raised & employee selects the IRA as his approver it comes to IRA’s dashboard

for approval.

IRA should approve the claim after looking for genuineness of expense claim. For approval he

has to Go to approvals and click “Approve expense claim”

On click of “Approve expense claim”, system will display approve expense claim screen as

displayed below. Approver has to click on the claim number for viewing claim details.

In approval screen Approver can approve the claim, Reject the claim or he can reduce the claim

amount. Refer snapshot below.

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User has to either approve or reject the claim. If required approval also has to select next

approver to get claim approved.

Once Claim is approved user can see view his raised claim by clicking Claim analysis - > Analysis

for self claim

On clicking the same following screen appears where user can select multiple filters for

searching of a claim or click on submit directly to view all the claims raised by him.

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On submitting following screen appears where approver has to click on serial no. link to view the

claim

On clicking the claim after approval is given by approver, following screen would be displayed

where user has to take a print of the same & submit the same for processing.

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The status changes from Approved to Acknowledged & then to Verified & finally to Processed

based on the level of processing of claim.

2 Roles & Responsibility of various stakeholders

Sr. No. Role Responsibility

1 Location Requisitioner Raise payment request in BAZ, Raise advance

request

2 Payment Advice Approver Approve payments. Its a Role based Matrix – IRA (Designed based on the approving eligibility)

3 Service Level Agreement

Sr. No. Activity SLA (Turn around time)

1 Raising a expense claim Day 0

2 Approval of an expense claim Day 0

3 Verification of claim & JV posting Day 1-Day 2

4 Payment run Day 2- Day 3

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4 Approval Matrix

Approval matrix for Local conveyance module is IRA based. Approval limit would be as per

approver’s grade limit defined as per designation and authority. Employee will see 2 names in the forward link of approval metrics

1. Employee’s immediate reporting authority IRA (Defined as per HR Data) 2. IRA’s reporting authority

Activity wise approval matrix is as following:

Activity Approval matrix

Approval of Advance Role based Matrix – IRA (Designed based on the approving eligibility)

Approval of Expense claim Role based Matrix – IRA (Designed based on the approving eligibility)

5 Troubleshooting- FAQ

No. Question Answer

Q1 Which expenses I can reimburse through this module?

All local travel made by an employee of Company purpose or business purpose

Q2 What should be document size system for uploading supporting bill?

Document size should be 500kb or less of any document format can be uploaded in BAZ

Q3 I have travelled multiple location in one trip, how to book this in one claim?

You can add multiple line and mention the local travel details.

Q4 Train Pass/Bus pass can be reimbursed at this claim?

Yes these expenses can be reimbursed under local conveyance claim.

Q5 How I can see the claim status of submitted

claims?

You can view claims submitted by you

from Claim Analysis-Analysis for self claim