> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/ess-portal/employee/travel.md). # Travel This is a guide for employees on various functions of the Travel Module. ### **How To Submit a Travel Request through ESS Portal As an Employee?** The **Travel Request** page lets Employee submit a request for business travel, covering your travel schedule, accommodation needs, and anticipated expenses, so it can be reviewed and approved. This helps in: * Requesting approval for upcoming business travel in a single form * Requesting a travel advance based on your estimated expenses * Tracking the approval status of a submitted request #### **Submitting a Travel Request** **Path: ESS Portal → Travel → Request → Travel Request** **Step 1: Navigate to the Travel Request Screen** Log in to the **ESS portal** and click the **Travel** menu, followed by the **Request** submenu. Click the **Travel Request** tab.
**Step 2: Start a New Travel Request** Click **+ Add** to open a new **Travel Request** form.
**Step 3: Enter the Basic Travel Details** Enter the **Work Order** and **Project**. Select the **Date of Travel**, **Purpose of Travel**, and **Mode Of Travel**.
**Step 4: Fill in the Travel Schedule** Under **Travel Schedule**, enter the **From Location**, **To Location**, travel dates, **Mode of Travel**, departure and arrival date/time, and **Cost** for each leg of the trip. Click **+** to add another leg, or **-** to remove one
**Step 5: Fill in the Accommodation Schedule** Under **Accommodation Schedule**, enter the check-in and check-out dates, **Accommodation Details**, **No. of Days**, and **Rate (Per Day)**. Click **+** to add another entry, or **-** to remove one
**Step 6: Add Miscellaneous Expenses** Under **Miscellaneous Expenses**, enter the **No. of Days** and **Cost (Per Day)** against the relevant expense categories — such as **Local Travelling**, **Food**, or **Daily Expense** — and add any remarks.
**Step 7: Enter Additional Details** Under **Additional Details**, select the **End Date** and enter any notes under **Remarks 1**.
**Step 8: Enter Other Details** Under **Other Details**, enter values for any listed field. These fields are configured through \[\[Calculative Fields]], which calculates each field's **Total**.
**Step 9: Save the Request** Click **Save** to submit the request to your Reporting Manager for approval,
or click **Save As Draft** to save it without submitting.
The **Total Travel Schedule**, **Total Accommodation Schedule**, **Total Miscellaneous Expenses**, **Total Other Expenses**, and **Total Travel Advance** fields are calculated automatically as you fill in the form. #### **Viewing Submitted Travel Requests** The **Claim Entries** tab lists all submitted requests with their **Travel ID**, **Work Order**, **Travel Date**, **Travel Mode**, **Project Name**, and **Status**. Requests saved without submitting appear under the **Drafted Entries** tab.
Click **Details** on a request to view its full travel, accommodation, and miscellaneous expense details, along with its **Travel Approval Date**, **Reimbursement Approval Date**, **Finance Approval Date**, and **Admin Booking Approval Date**. Click **Print** or **Download Excel** to export the request.
#### **Editing and Resubmitting a Rejected Request** Click **Edit** on a request with a rejected status — such as **Travel Admin Rejected** or **Travel Rejected** — to reopen it in the **Edit Travel Rejected Details** pop-up. Update the required details, review the **Total Amount** summary (**Travel Scheduled Expense**, **Accommodation Expense**, **Miscellaneous Expenses**, and **Total Other Expenses**), then click **Resubmit**.
**Path Link:** [**https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=TravelRequest**](https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=TravelRequest) ### **How To Check Status For Your Travel Request As an Employee?** The **Travel Report** screen lets you check the approval status of your submitted **Travel Requests**, track each approval stage, and download or print the full request details. This helps in: * Filtering your travel requests by date range and report type * Tracking each approval stage of a request — Admin, Finance, and Reimbursement * Downloading or printing a request's full details #### **Checking Your Travel Request Status** **Path: ESS Portal → Travel → My Report → Travel Report** **Step 1: Navigate to the Travel Report Screen** Log in to the **ESS portal**, click the **Travel** menu, then click the **My Report** submenu, followed by the **Travel Report** tab.
**Step 2: Filter the Report** Select a **Filter**,
set the **Date Range**,
and choose the **Report Type** — such as **Travel Detailed Report**
then click **Search,**
**or** Click **Download Excel** to export the filtered report directly.
**Step 3: View the Travel Request List** The list shows each entry's **Travel ID**, **Code**, **Name**, **Travel Date**, **Project**, **Status**, **Travel Advance**, **Reimburse Amount**, and any **Reimbursement Attachments**. Use the **Search** box above the list, or the pagination controls below it, to find a specific entry.
**Step 4: View the Approval Tracking** Click the **ⓘ** icon next to the **Status** to open **Travel Request Tracking**. This shows the **Travel Request Flow** (**Travel Request → Admin Booking Needed → Finance Advance**) along with the approver and status — **Pending** or **Waiting** — at each stage.
**Step 5: View the Full Request Details** Click **Travel Details** to open the request's full details — **Travel ID**, **Work Order**, **Date of Travel**, **Mode Of Travel**, **Project**, **Purpose of Travel**, and remarks — along with its **Travel Approval Date**, **Reimbursement Approval Date**, **Finance Approval Date**, and **Admin Booking Approval Date**, its **Travel Schedule**, **Accommodation Schedule**, and **Miscellaneous Expenses**.
**Step 6: Download or Print the Request** Under **Travel Request**, click **Download** next to **Travel Request form** to download the submitted form. Click **Print** or **Download Excel** to export the request along with its **Total Travel Advance**.
#### **Viewing Approval Notifications** Once your Reporting Manager approves your travel entry, you receive a notification. Click the **Bell** icon in the upper right-hand corner of the screen to view it.
**Path Link:** [**https://ess.pockethrms.com/Travel/Transaction/TravelMyReport?Menu=TravelRepor**t](https://ess.pockethrms.com/Travel/Transaction/TravelMyReport?Menu=TravelReport) ### **How To Submit A Reimbursement Request As an Employee?** The **Reimbursement Request** page lets you claim reimbursement for actual travel expenses against an approved **Travel Request**, once your travel entry has been approved by your Reporting Manager. This helps in: * Claiming reimbursement only against manager-approved travel entries * Automatically calculating expense totals and the reimbursement amount against the travel advance received * Attaching supporting documents for each expense category #### **Submitting a Reimbursement Request** **Path: ESS Portal → Travel → Request → Reimbursement Request** **Step 1: Navigate to the Reimbursement Request Screen** Log in to the ESS portal and click the **Travel** menu, followed by the **Request** submenu. Click the **Reimbursement Request** tab.
**Step 2: Select the Approved Travel Entry** Under **Claim Entries**, click **View Details** against the approved travel request you want to claim reimbursement for. This opens a summary of the entry's **Travel ID**, **Travel Date**, **Project Name**, **Travel Remark**, **Accommodation Remark**, and **Miscellaneous Remark**.
**Step 3: Open the Reimbursement Form** Click **Reimburse** to open the entry's **Reimbursement** form.
**Step 4: Enter the Accommodation and Miscellaneous Expenses** Under **Accommodation Expense** and **Miscellaneous Expense**, enter the actual amount spent against each date and expense category — such as **Local Travelling**, **Food**, or **Daily Expense** — and add any remarks. Each row's **Total** is calculated automatically.
**Step 5: Enter the Mode of Travel and Cost** Enter the **Mode of Travel** and **Cost** for the **Date From-To** shown.
**Step 6: Review the Reimbursement Amount** Pocket HRMS fetches the **Travel Advance Received** automatically. Your **Actual Expenses** and the final **Reimbursement** amount are calculated automatically once you've entered your expenses.
**Step 7: Attach Supporting Documents** Click **Add Files** against **Travel Schedule**, **Accommodation Schedule**, or **Miscellaneous Expenses** to upload supporting documents.
**Step 8: Submit the Reimbursement Request** Click **Submit** to send the request to your Reporting Manager for approval,
or click **Save Draft** to save it without submitting.
**Path Link:** [**https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=ReimbursementRequest**](https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=ReimbursementRequest) For any queries, contact [**support@p**ockethrms.com](mailto:support@pockethrms.com) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.pockethrms.com/ess-portal/employee/travel.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.