✈️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

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=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

For any queries, contact [e-mail]