SG-Travel and Expense

Travel Requests

This section helps you in defining the travel requests preferences and Adding Travel Purposes.

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Requests"

     Travel & Expense > Travel Requests

    

2. Specify if the Travel is for Client work by selecting "Yes" or No"

3. Set the rule for making the travel request as shown below:

   

4. You can make the rule for providing estimate by selecting the required option from the ones shown in the screen shot above

5. If you want to allow the employees for requesting advances in travel then select "Yes" else "No"

6. You can add Travel Purposes by clicking on "Add New Travel Purposes". Enter the purpose and click "Save"

   

You can edit or deactivate an already created travel purpose by clicking the Deactivate/Edit option

 

Add Currency Conversions

This section helps you in defining currency conversion rates for different applicable currencies in your organization

Steps:

1. In Settings section click Travel & Expense and select "Currency Conversion"

    Travel & Expense > Currency Conversion

   

2. Click "Add Currency Conversion"

3. Select the Currencies form the dropdown and the conversion rate. Refer to screen shot for example

   

4. Click "Save"

You can Edit/Mark Inactive an already created currency conversion by repeating the same steps for the created ones

 

 

Payment Modes

This section helps you in selecting the various payment modes for Travel and Other expenses

1. Click Travel and expense in Settings section. Select "Payment Mode"

    Travel and Expense > Payment Mode

   

2. Select the appropriate mode by checking the same

   

3. Click "Save"

Create Account Codes

This option helps you in creating Account codes against which the Travel expenses can be mapped

1. For this Click on Settings section and select Travel Expense

2. Click Account Codes and click "Create"

3. Enter the code and description and click "Save"

Expense Field Rules

This section helps you in defining the rules for Expense Claim Fields.

Steps:

1. In Settings section click Travel & Expense and select "Expense Field Rules"

   Travel & Expense > Expense Field Rules

  

2. You can give the editing rights to Claim Requester,Approver and Accounts Approver for the fields as shown in the screen shot. You can do this by checking the appropriate checkbox:

  

3. You can make Project(Defined in "Projects" section of "Managing Your Organization Guide") to be entered as mandatory filed by Claim Requester,Approver and Accounts Approver by checking the appropriate checkbox as shown in the screen shot:

  

4. You can make the physical receipts mandatory for any claim, and can also make a rule for tracking physical receipts. Refer the screen shot above

5. Click "Save"and the rule gets saved

You can Edit the same by following the same steps

 

Add Applicable Currencies

This section helps you in adding/managing applicable currencies for your organization

Steps:

1. In Settings section click Travel & Expense and select "Applicable Currencies"

    Travel & Expense > Applicable Currencies

   

2. Click "Add Currency" and select currency to be added from the dropdown and select whether it is your base currency

Note: You can add only one Base currency

3. Click "Save"

 

Adding Travel Heads

For the added travel heads types you can define travel heads using this option.

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Heads"

     Travel & Expense > Travel Heads

    

2. Click "Create" and select Travel head Type and Accoun Code

3. Based on the Travel head you select define the other details. For example as shown in the screen shot,

   

   For the Travel head type-"Travel", select the mode type, mode, class. You can add description of the same as well

4. Click "Save". The Travel Head gets added

Based on these created Travel heads you can create Expense Entitlement. Refer to "Expense Entitlements" section of this guide

Travel Head Types

This section helps you in managing the travel head types for your organization. By Default these are added in EmployWise but you can edit or mark inactive the same as per your Travel policy

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Head Types"

     Travel & Expense > Travel Head Types

    

2. Click "Edit" and define the applicability by Typing "Y" or "N" for Yes or No respectively

3. If you want you can change the Label of the Travel Head types

4. Click "Update"

   

 

Create City Categories

This section helps you in creating City categories for classifying the travel cities. Based on these categories you can define the stay/DA expense entitlements as per your Travel policy.

Steps for creating City categories:

1. In settings section click Travel & Expense and select City categories

    Travel & Expense > City Categories

   

2. Click "Create" and enter the category name with soem description

3. Select the applicability of this city category for DA/Stay or Both

4. Select the cities you want to add under this category and click "Save"

   

You can Update/Mark Inactive an already created category by repeating the same steps

 

Define Expense Entitlements

This sections helps you in defining the Expense Entitlements on the basis of grades and employee types. You can define the entitlements applicable to different grades of your organization as per your Travel policy

Steps:

1. In Settings section click Travel and Expense and select Expense Entitlements

    Travel and Expense > Expense Entitlements

    

2. Select the Applicable Grades and employee types as shown in the screen shot below

   

3. Define Travel Entitlement Rule:

    Select the mode and class of travel to be applicable to the selected Grades and Employee type

   

4. Define Stay Entitlement Rule:

    Select the accommodation type from the dropdown and applicable city category/categories

    You can give this entitlement name as shown in the screen shot. Also you can permit same day stay by checking the checkbox

    You can add multiple entitlements by clicking "Add More"

   

5. Similar to the above process define the individual entitlements for Conveyance,F&B and others. Refer to the screen shot

    

    

6. Click "Save" and the rule gets saved

   

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