ESS Portal

This page provides step-by-step answers to the FAQs related to the ESS Portal and Admin Portal.

Pre-requisites

✔ ESS Portal

Note - Kindly contact your Admin/HR for rights if you are not able to perform the steps below.

How can an employee raise a claim request?

Log into the ESS portal and click on the ‘Expense’ menu followed by the ‘Request’ submenu.

Under the ‘Claim Entry’ tab click on the ‘+ Add’ button towards the upper right corner of the screen.

Select the ‘Expense Date’ and click on the ‘+’ icon under the calendar icon.

An ‘Expense’ pop-up will open where you get the following fields.

Start with selecting the ‘Expense Type’ from the drop-down and enter the ‘Expense Amount’. Next enter the ‘To Date’ and ‘From Date’ during which you incurred the expenses. You also need to add the ‘Remark’ while applying for the job.

In addition to that you can also add ‘Mode’, ‘Purpose’ and ‘Upload File’ with your claim request and click on the ‘Add’ button.

Once you click on the ‘Add’ button, it will take you back to the ‘Claim Entry’ page, which generates the Transaction No.’ and auto fetch all the data from the pop-up window. Here you can add your ‘Remark’ along with the ‘Vendor Name’ and ‘Invoice Number’ and click on the ‘Submit’ button.

Once you submit the expense claim the concerned manager will be notified about the same.

How to approve an expense request as a manager?

Managers can approve employee’s claim requests easily. Just log into the ESS portal and click on the ‘Expense’ menu, followed by the ‘Approval’ submenu.

Click on the ‘Manager Approval’ tab, enter the month and click on the ‘Search’ button and all the pending requests will appear. You can also the search filed if you are looking for requests from an individual employee. To know more about the expense request, click on the ‘Details’ button.

An ‘Expense Details’ pop-up will open where you can enter ‘Approved Amount’ and edit it. You can simply select the ‘Accept’ or ‘Reject’ option for the request. You also need to give the ‘Manager Note/Reject Reason’ and click on the ‘Save’ button.

How approve expense claims as a finance person?

As a Finance person, you need to log into the ESS portal and click on the ‘Finance Approval’ under the ‘Expense’ menu.

Under the ‘Finance Approval’ tab select the ‘Month’ and click on the ‘Search’ button. The expense requests will appear, click on the ‘Details’ button for more information.

The ‘Expense Details’ pop-up will open, you can edit the ‘Finance Amount’ and scroll left to ‘Approve’ or ‘Reject’ the request. Enter the ‘Finance Remark’ and click on the ‘Save’ button.

How to download expense reports?

Pocket HRMS allows you to download expense reports easily

a) For employees

Under the ‘My Claim Report’ tab, select ‘Status’ from the dropdown, select the ‘Date Range’ then ‘Search’ the report and click on the ‘Download Excel’ button.

b) For managers

If managers want to download the expense reports they can go to the ‘Expense’ menu and then click on the ‘My Team Report’ submenu.

Under the ‘Manager Report’ tab select the ‘Status’, and ‘Date Range’ and click on the search button. You can easily download it by clicking on the ‘Download Excel’ button.

Managers can download reports for individual ‘Employee’ by entering their employee code.

How to save a ‘Trip’?

Log into your ESS portal, from the ‘Expense’ menu on the left-hand side of the screen click on the ‘My Trip’ sub-menu.

Click on the screen to add a new trip. Add ‘Mode’, ‘Purpose’ and ‘Remark’. You also need to add a location for the start point of your trip and also ‘Upload Image’ proof. You can use your camera or upload a photo from your gallery and click on the ‘Save’ button.

Once you complete your trip, go to ‘My Trips’ and click on the ‘End Trip’. You need to enter details such as ‘Mode’, ‘Purpose’, ‘Remark’ and ‘Upload Image’. The system will fetch your location and you simply need to click on the ‘End’ button.

Once you click on the ‘End’ button you will get a pop-up.