> 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)