> 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/hr-and-admin-portal/ess-configurations/travel.md).
# 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**](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**](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**](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**](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**](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.
**Path Link:** [**https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel\&submodule=TravelPriorityApproval**](https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Travel\&submodule=TravelPriorityApproval)
For any queries, connect with us at [**support@pockethrms.co**m](mailto:support@pockethrms.com)
