User Manual Traveling Expenses Bill (TEBIll) · User Manual Traveling Expenses Bill (TEBIll) aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Document Control Document created by

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User Manual Traveling Expenses Bill (TEBIll)

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Document Control

Document created by

Date of creation 10-09-2017

Modified Sekhar padhy

Document Document circulation

Sr. No. Date of circulation Name Purpose

1

2

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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: Go to Internet Explorer icon as shown above

Step 2: Type in the URL: https://www.ultratechapps.com/sag/

Step 3: Enter Valid User Name and Password in the respective boxes

Step 4: Press Submit

Step 4:

Click here to go to

home page

Step 3:

Enter here provided

password

Step 2: Enter here provided

user name Step 1: Enter here given URL

address

https://www.ultratechapps.com/sag/

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Single Access Gateways

Step 1: Select TE Bill Option.

User Home

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.

Step:1 Select

TE Bill Application

1. New Bill Entry

2. Self-Bill

Status

3. HR

information

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New Entry

Details of Journey -1

Function:

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

10. Click here to enter further details

1. 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

7. Date should be within the above

specified date and

time

6. Default Place of

posting is shown as

journey start place

8. Enter related

amount for

given details

9. Click on to save

the entry to make further

modifications

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Details of Journey -2

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.

1. Enter the spent

amount

2. Click on to enter new row item.

3. Click on

delete button to

delete the row.

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Local Conveyance

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.

1. Enter if any

local conveyance details.

2. Click here to

enter new row

3. Click here

to delete any

row item

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Lodging and Boarding 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.

1. Click here to enter lodging &

boarding 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

3. Click here for

Meals details

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

Please click

here for

state name.

Please enter hotel GST no,

which is

mention available in

bill

Please enter hotel invoice

no, which is

mention available in

bill

Please click

here for

city.

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Please enter

SGST amount Please enter

CGST amount.

Please select

tax code.

Page 9 of 25

Summary Details

Function:

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.

Total Claim Amount

is displayed.

Click here to save

Click here to submit

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Bill Status

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

1. Status of

submitted

bills

2. Click here to view

Pending bills

3. Click here to

view

Approved bills

7. Click here to view without

supporting

document bills

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

3. Click

here to

view Rejected

bills

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View submitted bill contents

Click on print

button to take print

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HR Information

Option – I : HR Policy

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.

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

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2.11.1 HR Information –

Option – II: HR Policy download

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.

1. HR travel policy

downloads

2. Click on Home

to go back for

initial screen

3. Click here

to Logout

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FEEDBACK FORM

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Admin User Manual Travelling Expenses Bill (TEBill)


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1

2

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3.0 INTRODUCTION


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




Click here to enter

given user

id

Click here

to enter given user

password Click here

to submit


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BILL FOR APPROVAL

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.

Click here to view

user`s bill

Select TE Bill

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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.

Click on

transaction id to view user’s bill

Click on submit to

approve user

multiple bill

Each action to be

selected and clicks on

submit

Click on to choose

appropriate action

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

This amount is CGST.

This amount is SGST.

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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

Function :

a. Employee yearly submitted bill report can view by immediate / next level authority.

Function :

a. An authority can view all types of bill reports related to all team members.

Click here to view employee detailed

report yearly

Click here to view

employee detailed

report

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Accounts User Manual Travelling Expenses Bill (TEBill)


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2

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4.0 Introduction


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




Click here

to enter given user

id

Click here to enter

given user

password Click here

to submit

Select TE Bill


Page 22 of 25

ACCOUNTS BILL

Function :

a. Row item list can view and at a time action can be taken by accounts team.

BILL TO BE FOR NECESSARY ACTION

Click here to view

pending bills for

accounts approval

Click here to view

user’s bill for

account approval

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Exception if any

will be displayed

here.

Account user will approve

the bill and amount will be

reimbursed to the user.

This amount is

SGST.this amount

is reflected after

GST.

This amount is

CGST. This amount

is reflected after

GST.

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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, email

will be sent to user and also to the superior.

BDC DOWNLOAD

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.

Click here to

download bdc file

Click here download bdc

item and header

Page 25 of 25

Thank You

Documents

User Manual Traveling Expenses Bill (TEBIll) · User Manual Traveling Expenses Bill (TEBIll) aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Document Control Document created by