1. 2
How to use Empxtrack Travel and Expense Module

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Configure Travel & Expense Module
Go to Settings >> Employee self-services >> Travel & expense >> Setup travel modes to add or
modify travel modes.

13. Configure Travel & Expense Module
Go to Settings >> Employee self-services >> Travel & Expense >> Setup expense types to add or
modify expense types.

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