✈️Travel

This is a guide for Managers, on various Approval functions of the Travel Module.

Travel Management – Manager's Approval

According to the approval matrix configuration, the designated manager is required to either approve or reject travel requests submitted by employees. Pocket HRMS allows you to configure multiple levels of managers for Travel Management, ensuring that travel requests are reviewed and approved according to the defined approval hierarchy.

How to Approve a Travel Request As a Manager?

Once an employee submits a travel request, the designated approver can review and take action on the request from the Travel Approval screen.

Approving a Travel Request

Path: ESS Portal → Travel → Approval → Travel Approval

Step 1: Navigate to the Travel Approval Screen

Log in to the ESS portal and click the Travel menu from the left-side navigation panel. Select Approval, and then click the Travel Approval tab.

The Travel Approval screen allows you to filter travel requests by Employee and Date Range. Select the required employee and date range, and click Search to view the relevant travel requests.

Note: The entries must be approved for each month by all the designated approvers.

Step 2: Select the Travel Request

The Travel Approval list displays the available travel requests with details such as:

• Travel ID

• Code

• Name

• Travel Date

• Project

• Approve

• Reject

Click View Details against the required travel request to review the complete travel information.

Step 3: Review the Travel Details

The Travel Approval details screen displays the key information associated with the request, including:

• Travel ID

• Date of Travel

• Project

• Work Order

• Mode of Travel

• Purpose of Travel

• Travel Schedule Remark

• Accommodation Remark

• Miscellaneous Remark

Review these details before taking any action on the request.

Step 4: Review the Travel Schedule

Under Travel Schedule, you can review the employee's travel itinerary, including:

• From Location and To Location

• From Date and To Date

• Mode of Travel

• Departure Date and Time

• Arrival Date and Time

• Travel Cost

Step 5: Review the Accommodation Schedule

The Accommodation Schedule section displays the accommodation details provided in the travel request, including:

• Date In and Date Out

• Accommodation Details

• Number of Days

• Rate per Day

• Total Accommodation Cost

Step 6: Review Miscellaneous Expenses

The Miscellaneous Expenses section displays the expenses associated with the travel request, such as:

• Local Travelling

• Miscellaneous expenses

• Other expenses

• Food

• Daily Expense

You can review the applicable dates, number of days, cost per day, total amount, and remarks entered for each expense.

Step 7: Add a Remark

At the bottom of the Travel Approval details screen, you can enter a Remark before taking action on the request.

Step 8: Approve or Reject the Travel Request

After reviewing all the travel details, click Approve to approve the travel request

or Reject to reject it.

The system processes the selected action and updates the travel request accordingly.

Once the travel request is approved by all the managers configured in the approval matrix, the employee can proceed with submitting a Reimbursement Request against the approved travel entry.

Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelApproval?Menu=TravelApproval

How to Approve a Travel Reimbursement Request As a Manager?

Once an employee submits their travel reimbursement request, their respective manager receives an alert. The Travel Reimbursement Approval screen allows managers to verify actual travel expenses against the travel advance received, review attached documents, and approve or reject the request before it moves to the finance department.

Path: ESS Portal → Travel → Approval → Travel Reimbursement Approval

Step 1: Navigate to the Approval Screen

You can access pending requests by clicking the Bell Icon at the top right corner of your ESS portal for notifications. Alternatively, select the Travel menu from the left-hand sidebar, click Approval, and navigate to the Travel Reimbursement Approval tab.

Step 2: Locate the Employee's Request

Use the Select Employee dropdown and Date Range fields to filter requests, then click Search. A list of pending reimbursement entries will appear, displaying the Travel ID, Employee Name, Travel Date, and the Reimbursement Amount.

Step 3: View Details and Attachments

To thoroughly review a specific request, click the View Details button under the Action column. Here, you can also download any booking attachments provided by the employee by clicking Download under the Booking Attachment column.

Step 4: Verify Schedules and Expense Breakdowns

Upon opening the details, verify the granular data submitted by the employee by reviewing the Travel Schedule, Accommodation Schedule, and Miscellaneous Expenses. Scroll down to cross-check specific entries and review any additional custom fields in the Other Details section.

Step 5: Review the Final Calculations

At the bottom of the form, review the reimbursement summary table. This automatically compares the Employee Submitted amounts with the Current Value. The system will display the Actual Expenses, deduct the Travel Advance Received, and show the final auto-calculated Reimbursement amount.

Step 6: Add Remarks and Approve/Reject

Enter any necessary comments or feedback in the Remarks box. Finally,

click the Approve button to forward the request to the finance department,

or click Reject if the claim is invalid or requires corrections.

Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelApproval?Menu=TravelReimbursementApproval

How to Get the Employee Travel Report As a Manager?

In Pocket HRMS, you can generate and view travel reports for your team with just a few clicks. This allows you to easily monitor both travel requests and their associated reimbursement statuses.

Path: ESS Portal → Travel → My Team Report

Step 1: Navigate to the Team Report Menu

Click on the Travel menu from the left-hand sidebar, followed by the My Team Report option.

Step 2: Access Travel and Reimbursement Details

This will take you to the Travel report page. Here, you can view specific information by clicking the Travel Details or Reimbursement Details buttons. You can further refine the data by using the available filters or by searching for specific employees using their employee code.

Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelTeamReport

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