> 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/manager/travel.md). # 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**](#how-to-submit-a-reimbursement-request) against the approved travel entry. **Path Link:** [**https://ess.pockethrms.com/Travel/Transaction/TravelApproval?Menu=TravelApproval**](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:** [h**ttps://ess.pockethrms.com/Travel/Transaction/TravelApproval?Menu=TravelReimbursementApproval**](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**](https://ess.pockethrms.com/Travel/Transaction/TravelTeamReport) For any queries, contact [**support@pockethrms.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/manager/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.