🔹Travel Module
Step-by-step Guide to setup the Travel Module
Travel Management Module
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.
ESS Portal - Transactions In Travel Module.
Travel Management – Employee Request & Submission
How To Submit a Travel Request through ESS Portal?
The Travel Request page lets Employee submit a request for business travel, covering your travel schedule, accommodation needs, and anticipated expenses, so it can be reviewed and approved.
This helps in:
Requesting approval for upcoming business travel in a single form
Requesting a travel advance based on your estimated expenses
Tracking the approval status of a submitted request
Submitting a Travel Request
Path: ESS Portal → Travel → Request → Travel Request
Step 1: Navigate to the Travel Request Screen
Log in to the ESS portal and click the Travel menu, followed by the Request submenu. Click the Travel Request tab.
Step 2: Start a New Travel Request
Click + Add to open a new Travel Request form.
Step 3: Enter the Basic Travel Details
Enter the Work Order and Project. Select the Date of Travel, Purpose of Travel, and Mode Of Travel.
Step 4: Fill in the Travel Schedule
Under Travel Schedule, enter the From Location, To Location, travel dates, Mode of Travel, departure and arrival date/time, and Cost for each leg of the trip. Click + to add another leg, or - to remove one
Step 5: Fill in the Accommodation Schedule
Under Accommodation Schedule, enter the check-in and check-out dates, Accommodation Details, No. of Days, and Rate (Per Day). Click + to add another entry, or - to remove one
Step 6: Add Miscellaneous Expenses
Under Miscellaneous Expenses, enter the No. of Days and Cost (Per Day) against the relevant expense categories — such as Local Travelling, Food, or Daily Expense — and add any remarks.
Step 7: Enter Additional Details
Under Additional Details, select the End Date and enter any notes under Remarks 1.
Step 8: Enter Other Details
Under Other Details, enter values for any listed field. These fields are configured through [[Calculative Fields]], which calculates each field's Total.
Step 9: Save the Request
Click Save to submit the request to your Reporting Manager for approval,
or click Save As Draft to save it without submitting.
The Total Travel Schedule, Total Accommodation Schedule, Total Miscellaneous Expenses, Total Other Expenses, and Total Travel Advance fields are calculated automatically as you fill in the form.
Viewing Submitted Travel Requests
The Claim Entries tab lists all submitted requests with their Travel ID, Work Order, Travel Date, Travel Mode, Project Name, and Status. Requests saved without submitting appear under the Drafted Entries tab.
Click Details on a request to view its full travel, accommodation, and miscellaneous expense details, along with its Travel Approval Date, Reimbursement Approval Date, Finance Approval Date, and Admin Booking Approval Date. Click Print or Download Excel to export the request.
Editing and Resubmitting a Rejected Request
Click Edit on a request with a rejected status — such as Travel Admin Rejected or Travel Rejected — to reopen it in the Edit Travel Rejected Details pop-up. Update the required details, review the Total Amount summary (Travel Scheduled Expense, Accommodation Expense, Miscellaneous Expenses, and Total Other Expenses), then click Resubmit.
Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=TravelRequest
How To Check Status For Your Travel Request?
The Travel Report screen lets you check the approval status of your submitted Travel Requests, track each approval stage, and download or print the full request details.
This helps in:
Filtering your travel requests by date range and report type
Tracking each approval stage of a request — Admin, Finance, and Reimbursement
Downloading or printing a request's full details
Checking Your Travel Request Status
Path: ESS Portal → Travel → My Report → Travel Report
Step 1: Navigate to the Travel Report Screen
Log in to the ESS portal, click the Travel menu, then click the My Report submenu, followed by the Travel Report tab.
Step 2: Filter the Report
Select a Filter,
set the Date Range,
and choose the Report Type — such as Travel Detailed Report
then click Search,
or Click Download Excel to export the filtered report directly.
Step 3: View the Travel Request List
The list shows each entry's Travel ID, Code, Name, Travel Date, Project, Status, Travel Advance, Reimburse Amount, and any Reimbursement Attachments. Use the Search box above the list, or the pagination controls below it, to find a specific entry.
Step 4: View the Approval Tracking
Click the ⓘ icon next to the Status to open Travel Request Tracking. This shows the Travel Request Flow (Travel Request → Admin Booking Needed → Finance Advance) along with the approver and status — Pending or Waiting — at each stage.
Step 5: View the Full Request Details
Click Travel Details to open the request's full details — Travel ID, Work Order, Date of Travel, Mode Of Travel, Project, Purpose of Travel, and remarks — along with its Travel Approval Date, Reimbursement Approval Date, Finance Approval Date, and Admin Booking Approval Date, its Travel Schedule, Accommodation Schedule, and Miscellaneous Expenses.
Step 6: Download or Print the Request
Under Travel Request, click Download next to Travel Request form to download the submitted form. Click Print or Download Excel to export the request along with its Total Travel Advance.
Viewing Approval Notifications
Once your Reporting Manager approves your travel entry, you receive a notification. Click the Bell icon in the upper right-hand corner of the screen to view it.
Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelMyReport?Menu=TravelReport
How To Submit A Reimbursement Request?
The Reimbursement Request page lets you claim reimbursement for actual travel expenses against an approved Travel Request, once your travel entry has been approved by your Reporting Manager.
This helps in:
Claiming reimbursement only against manager-approved travel entries
Automatically calculating expense totals and the reimbursement amount against the travel advance received
Attaching supporting documents for each expense category
Submitting a Reimbursement Request
Path: ESS Portal → Travel → Request → Reimbursement Request
Step 1: Navigate to the Reimbursement Request Screen
Log in to the ESS portal and click the Travel menu, followed by the Request submenu. Click the Reimbursement Request tab.
Step 2: Select the Approved Travel Entry
Under Claim Entries, click View Details against the approved travel request you want to claim reimbursement for. This opens a summary of the entry's Travel ID, Travel Date, Project Name, Travel Remark, Accommodation Remark, and Miscellaneous Remark.
Step 3: Open the Reimbursement Form
Click Reimburse to open the entry's Reimbursement form.
Step 4: Enter the Accommodation and Miscellaneous Expenses
Under Accommodation Expense and Miscellaneous Expense, enter the actual amount spent against each date and expense category — such as Local Travelling, Food, or Daily Expense — and add any remarks. Each row's Total is calculated automatically.
Step 5: Enter the Mode of Travel and Cost
Enter the Mode of Travel and Cost for the Date From-To shown.
Step 6: Review the Reimbursement Amount
Pocket HRMS fetches the Travel Advance Received automatically. Your Actual Expenses and the final Reimbursement amount are calculated automatically once you've entered your expenses.
Step 7: Attach Supporting Documents
Click Add Files against Travel Schedule, Accommodation Schedule, or Miscellaneous Expenses to upload supporting documents.
Step 8: Submit the Reimbursement Request
Click Submit to send the request to your Reporting Manager for approval,
or click Save Draft to save it without submitting.
Path Link: https://ess.pockethrms.com/Travel/Transaction/TravelRequest?Menu=ReimbursementRequest
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?
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?
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?
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
Travel Management – Finance Department Approval
How to Approve a Travel Request as a Finance Personnel?
As a person responsible for financial approval, you can review manager-approved travel entries to process and release the requested travel advance or reimbursement amount to the employee.
Path: ESS Portal → Travel → Finance Approval
Step 1: Navigate to the Finance Approval Screen
Click on the Travel menu from the left side of the screen and select the Finance Approval option. You will be directed to a screen where all the entries that are approved by the managers will be visible to you.
Step 2: Filter and Access the Request
You can use the Date Range or Select Employee fields and click Search to find specific requests.
To review a request, click on the View Details button under the Action column, where you can see the amount approved by the managers. You can also click Manager Remarks to view the previous approver's notes.
Step 3: Review the Travel and Expense Schedules
Upon opening the details, verify the granular data submitted for the trip. You can scroll through the Travel Schedule, Accommodation Schedule, and Miscellaneous Expenses to ensure all financial limits and policies are respected.
Step 4: Add Remarks and Finalize the Approval
Scroll to the bottom of the page to the Other Details section to view the Total Travel Advance.
Here you can add your comments in the Finance Advance Remark box.
Finally, click the Approve button to approve the request and release the reimbursement amount to the employee,
or click Reject if the claim cannot be processed.
For any queries, contact support@pockethrms.com
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