Manage Travel and Expenses for your employees

Using EmpXtrack Travel

and Expense Module

Copyright 2013 | Saigun Technologies Pvt. Ltd. 2

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


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

Copyright 2013 | Saigun Technologies Pvt. Ltd.

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.

4


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.

5


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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Configure Travel & Expense Module

To configure Travel &

Expense module, you need

to:

1. Log in as Terri Osborn.

2. Go to Settings >>

Employee self


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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Configure Travel & Expense Module

Go to Settings >>

employee self


expense >> Setup

travel modes to add

/ modify travel

modes.

Go to Settings >>

Employee self


Expense >> Setup

expense types to

add / modify expense

types.

10

For a demo or more

information please

contact


http://empxtrack.com/contact-us

Technology

Manage Travel and Expenses for your employees