🧳Travel
Travel - ESS Setting Configurations - Admin
The Travel Management Module in Pocket HRMS helps organizations manage employee travel efficiently by streamlining travel requests, approvals, advances, reimbursements, and related activities in one place.
It provides a smooth and structured experience for employees, managers, HR/Admin, and Finance teams throughout the travel process.
This guide covers the key features, configurations, and workflows available in the Travel Module.
Prerequisites
Before configuring the Travel Module, ensure the following:
Self-Service Role: Assign the required ESS role to Employees, Managers, HR/Admin, and Finance users.
Travel Rights: Enable the required Travel options through Role Allocation.
Travel Manager: Assign the employee’s Travel Manager through the Approval Matrix.
Employee Details: Ensure basic employee information such as Employee Code and Business Unit is correctly updated.
Let us start with setting up the module according to company’s requirement.
Cloud Configurations for Travel Management
The Cloud Configurations section allows administrators to set up and manage the key settings required for the Travel Management Module.
Configuration
Path: Cloud → ESS Settings → Travel → Configuration
Step 1: Log in to the Cloud Portal, select ESS Settings from the main menu, open the Travel tab, and then click Configuration.
Step 2: Set Manager Amount Edit Rights
Under Manager Approval, enable Manager Amount Edit Rights to allow the Reporting Manager to edit the reimbursement amount before approving the request. Keep it disabled to restrict the Reporting Manager to approving or rejecting the amount as submitted.
Step 3: Enable Finance Approval for Travel Advance Requests
Under Finance Approval, enable Required for Travel Advance Request to route travel advance requests to the Finance team for approval.
Step 4: Set Finance Amount Approval Rights
Enable Amount Approval Rights to allow the Finance team to edit final amounts and approve or reject travel requests.
Step 5: Add the Approval Screen Note/Disclaimer
Enter the note or disclaimer text in the Approval Screen note/disclaimer field. This text is shown to approvers on the approval screen.
Click Preview to review it,
then click Save.
Where These Settings Apply
Approver
Path
Reporting Manager
ESS Portal → Manager → Travel → Approval → Travel Approval / Travel Reimbursement Approval
Finance Team
ESS Portal → Finance → Travel → Finance Approval
Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel&submodule=TravelConfiguration
Travel Master
The Travel Master page lets you define the base data used across the Travel module — the purposes, modes, and other categories an employee selects while raising a travel request.
This helps in:
Standardising the travel purposes and modes available to employees
Keeping travel request data consistent and structured
Supporting any additional, company-specific travel categories
Path: Cloud → ESS Settings → Travel → Travel Master
Step 1: Navigate to the Travel Master Screen
Log in to the Cloud portal and click ESS Settings. Go to the Travel tab, then click the Travel Master subtab.
Step 2: Add a New Travel Master Entry
Click the + icon on the Travel Master screen to open the Travel Master pop-up.
Step 3: Select the Travel Master Type
From the Select Travel Master drop-down, choose the type of entry to add:
Purpose of Travel
Mode of Travel
Other Miscellaneous
Step 4: Enter the Description and Save
Enter a Description for the selected type, then click Save.
Repeat these steps for each Purpose of Travel, Mode of Travel, or Other Miscellaneous entry you want to configure.
Viewing Saved Travel Master Entries
Once saved, the entry appears in the list on the Travel Master screen.
Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel&submodule=TravelMaster
Travel Form Builder Settings
The Travel Form Builder Settings page lets you configure the fields captured on the Travel Request and Reimbursement forms, and choose how each form's fields are sourced.
This helps in:
Configuring the Travel Request and Reimbursement forms independently
Choosing whether form fields come from a fixed company-wide form, a business-unit-specific form, or custom input fields
Keeping the correct form linked to each request type
Path: Cloud → ESS Settings → Travel → Travel Form Builder Settings
Step 1: Navigate to the Travel Form Builder Settings Screen
Log in to the Cloud portal and click ESS Settings. Go to the Travel tab, then click the Travel Form Builder Settings subtab.
Step 2: Select the Request Type
Choose the Travel Request or Reimbursement tab, depending on which form you want to configure.
Step 3: Select the Field Source Type
Choose the source type for the form's fields: Company Wise, Dynamic, or Input Selection. The fields displayed below change based on the selected type.
Field Source Types
Company Wise
Displays the Form Name drop-down only. Select the form to associate with the request type.
Dynamic
Displays Business Unit, Value, and Form Name drop-downs. Select the Business Unit and Value the form applies to, then select the Form Name.
Input Selection
Displays Label Name and Component Name text fields, along with the Form Name drop-down. Enter the Label Name and Component Name, then select the Form Name.
Step 4: Save the Form Configuration
Click Submit to save the configuration.
Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel&submodule=FormBuilderSettings
Travel Notification Settings
The Travel Notification Settings page lets you configure who receives email notifications for Travel Management events, and whether Managers and HRs are notified.
This helps in:
Routing event notifications to specific employees
Adding direct email addresses for notification, independent of employee records
Controlling whether Managers and HRs receive notifications for each event
Path: Cloud → ESS Settings → Travel → Travel - Notification Settings
Step 1: Navigate to the Travel Notification Settings Screen
Log in to the Cloud portal and click ESS Settings. Go to the Travel tab, then click the Travel - Notification Settings subtab.
Step 2: Select the Entities to Notify
Under Entities, add the employees who should receive a notification for the Event. Click the × on an entry to remove it.
Step 3: Add Notification Email Addresses
Under Emails, enter the email address(es) that should also receive the notification, independent of the selected Entities.
Step 4: Enable Manager and HR Notifications
Select the Manager checkbox to notify the Reporting Manager, and select the HRs checkbox to notify HR, for the Event.
Step 5: Save the Notification Settings
Click Save.
Removing an Event's Notification Configuration
Click Delete in the Action column to remove that Event's notification configuration.
Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel&submodule=TravelNotification
Calculative Fields
The Calculative Fields page lets you define formula-driven fields used on Travel forms — each field applies a Rate to a selected Value, using a mathematical Operator, for a specific Business Unit category.
This helps in:
Defining reusable calculation rules, such as a per-kilometer travel rate
Applying different rates for different values within a Business Unit
Keeping travel amount calculations consistent across requests
Path: Cloud → ESS Settings → Travel → Calculative Fields
Step 1: Navigate to the Calculative Fields Screen
Log in to the Cloud portal and click ESS Settings. Go to the Travel tab, then click the Calculative Fields subtab.
Step 2: Add a New Calculative Field
Click the + icon in the top right corner of the Calculative Fields screen to open the Calculative Fields pop-up.
Step 3: Select the Business Unit and Value
Select the Business Unit and the Value the calculative field applies to.
Step 4: Enter the Label, Operator, and Rate
Enter a Label for the field, the Operator to use in the calculation, and the Rate,
then click Save.
Business Unit, Value, Label, Operator, and Rate are all mandatory fields.
Viewing and Managing Saved Calculative Fields
Each saved calculative field appears as a card on the Calculative Fields screen.
Pop-up Field
Displayed on Card As
Business Unit
Business Unit
Value
Business Value
Label
Label
Operator
Operator
Rate
Rate
Click the edit icon on a card to reopen it in the Calculative Fields pop-up. Click the delete icon on a card to remove it.
Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel&submodule=CalculativeFields
Travel Priority Approval
The Travel Priority Approval page lets you set an approval priority and an approval cycle for each mode of travel used on Travel requests.
This helps in:
Ranking modes of travel by approval priority
Defining the approval cycle to apply for each mode of travel
Controlling approval routing consistently across travel modes
Path: Cloud → ESS Settings → Travel → Travel Priority Approval
Step 1: Navigate to the Travel Priority Approval Screen
Log in to the Cloud portal and click ESS Settings. Go to the Travel tab, then click the Travel Priority Approval subtab.
Step 2: Set the Priority for a Mode of Travel
Against the relevant entry under Description, select a numeric ranking from the Priority drop-down.
Step 3: Set the Approval Cycle for a Mode of Travel
Against the same entry, select the approval cycle from the Approval drop-down.
Step 4: Save the Travel Priority Approval Settings
Click Save.
Removing Travel Priority Approval Settings
Click Delete to remove the saved Travel Priority Approval configuration.
For any queries, connect with us at support@pockethrms.com
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