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Manage Travel and Expenses for your employees

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Empxtrack Travel and Expenses module allows you to easily setup your Travel and Reimbursement policy and allows employees and managers to quickly setup their requests. This saves time and makes for a very satisfied workforce.

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Manage Travel and Expenses for your employees

  1. 1. 2 How to use Empxtrack Travel and Expense Module
  2. 2. Users and Functionality This presentation will help you to understand features and functionalities of Empxtrack travel and expense management software: Create Travel and Expense requests as an employee. a) Create Travel and Expense requests as an employee. b) Create Travel and Expense requests on behalf of subordinate and approve requests from subordinates as Manager. c) Configure Travel and Expense Module. Note: We would be trying most of the functionality with 3 employees  Janet – the employee  John – Janet’s Manager  Terri – the HR Manager
  3. 3. To create a Travel request: 1. Log in as Janet (employee). 2. Go to My Profile >> My Travel & Expenses and click Create travel request button to create a travel request. 3. Provide details and then click Create. Create a Travel Request
  4. 4. Create a Travel Request 4. Click Add travel leg on the window that appears to add a travel leg and provide details. Empxtrack allows addition of multiple legs, each with various options. 5. Click Save to save the travel leg item and then click Submit, once you have setup all the legs, to submit the travel request to the manager.
  5. 5. Create an Expense Request 1. Click Create expense sheet button and select General expenses under Expense type. 2. Provide details and click Create expense sheet button. 4. Click Add an expense on the window that appears and provide details. Empxtrack allows addition of multiple expense requests, each with various options. Click Save to save an additional expense. 5. Click Submit to submit the expense request to the manager. Expense request can be raised for two types of expenses: (i) General expense and (ii) Travel related expense. To recover General expense:
  6. 6. Create an Expense Request 1. Click Create expense sheet button and select Travel related expenses under Expense type. 2. Select a Travel request from the dropdown, when Tag with existing request appears. Details automatically appear in Sheet title and Duration, and click Create expense sheet button. This will automatically deduct any advance payments that may have been made by you. 4. Click Add an expense on the window that appears and provide details. Empxtrack allows addition of multiple expense requests, each with various options. Click Save to save an additional expense. 5. Click Submit to submit the expense request to the manager. To recover travel-related expense: An Expense request can be linked to a prior travel request.
  7. 7. Approve a Travel or Expense Request To approve the request: 1. Log in as John Steel (Manager). 2. Click on the View button of the request message from Janet. Alternatively, go to Manage >> Manager services >> Travel & Expenses and click on the View button under Actions.
  8. 8. Approve a Travel or Expense Request The Travel request window appears : 3. Click Submit to accept the travel request and submit it to HR Manager for reimbursement and records update. Click Reject link to reject the request or Send back to employee link to send the request back to the employee for correction A manager can create travel or expense request on behalf of the team member a) Click Enter travel for a team member or Enter expenses for a team member on the Travel & Expenses page to create a travel or expense request on behalf of a subordinate. b) Select Employee Name and proceed as explained in previous slides to create travel or expense request
  9. 9. Approve Travel or Expense Request as an HR Manager To approve travel or expense request 1. Log in as Terri Osborn (HR manager). 2. Click on the View button of the Travel/ Expense message from John Steel. Alternatively, go to Manage >> HR Manager services >> Travel & Expenses and click on the View button under Actions.
  10. 10. Approve Travel or Expense Request as an HR Manager 3. Enter the amount you want to approve for the request in the Total approved amount text box. 4. Click Accept and then click Submit. Click Send back to employee or Send back to manager links to send the request back to employee or manager for correction. Click Reject to reject the request
  11. 11. Configure Travel & Expense Module To configure Travel & Expense module: 1. Log in as Terri Osborn. 2. Go to Settings >> Employee self-services >> Travel & Expense Choose Travel configuration. Follow similar steps to configure expense module 3. Click Based on rules subtab to configure rules for travel id generation on the Travel tab. 4. Configure workflows for each user, and then click Save Changes.
  12. 12. Configure Travel & Expense Module Go to Settings >> Employee self-services >> Travel & expense >> Setup travel modes to add or modify travel modes.
  13. 13. Configure Travel & Expense Module Go to Settings >> Employee self-services >> Travel & Expense >> Setup expense types to add or modify expense types.
  14. 14. 9 If you have any queries regarding Travel and Expense Management software, feel free to write us at marketing@empxtrack.com . Thank you Empxtrack Team Phone: +1-888-840-2682

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