Description
In the Adonis Employee Portal, you can register your travel expenses during or after your travel. When finished, you can submit the travel expense report to your team leader for an approval.
Functionality
In this section, you will get to know how to work with the Travel Expense module. By following the instructions, you will be well on your way to:
create a travel expense report
fill up the created report with expense details
submit the expense report to a team leader/coordinator
Get Started
To access the module, log into Adonis Employee Portal and use one of the following tips:
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In the Select states… field, select the document status. For more information on document states, see Check Document State.
In the Year… field, select the year when the document was processed.
In the Search… field, enter the search criteria. Besides, filter records to find a specific travel documents. To do this, click the filter button to the left of the search field. From the drop-down list, check the option by which you want to filter records.
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When travelling, it is recommended that you create an expense report and register different expenses. After travel, you are to review the report and make the latest adjustments before submitting it to your team leader.
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On completing, click Save. After that you can proceed to record other travel-related expenses.
Add Travel Expenses
On creating the travel expense document, you can now add a variety of travel expenses. They are:
Transportation. For more information, see Transportation.
Accommodation. For more information, see Accommodation.
Various. For more information, see Various.
Meals. For more information, see Meals.
Additional expenses. For more information, see Advance.
Travel Scans. For more information, see Travel Scans.
Summary. For more information, see Summary.
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To report the transportation expenses, first, switch to the Transportation tab. The following page then appears:
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As a result, the transportation expense record appears in the grid:
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In the Accommodation tab, you can register the expenses incurred if you live in a hotel during your travel.
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As a result, the hotel expense record appears in the grid:
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In the Various tab, you can record the expenses that are not limited to meals, transportation and accommodation:
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As a result, the expense record appears in the grid:
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In the Per Diem tab, you can record the meals received in the hotel, provided by the customer or paid by another employee:
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The cost of meals and administrative catering are calculated based on the meals rates defined in Adonis Administrator Portal. |
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In the Advance tab, you can record any additional expenses to be covered at your own expense.
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As a result, the expense record appears in the grid:
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On the Travel Scans tab, you can upload the receipts confirming the expenses incurred when travelling:
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When completed, click Save to save the record.
If you want to add another transportation record right away, click Add more.
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On the Travel Scans tab, you can see the calculated allowances for the whole trip as well as expenses separated by categories:
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Now, you can submit the travel expense document to your coordinator. For more information, see Submit Document.
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On completing the travel expense document, you can now submit it to your coordinator for further procedure. For this, on the Overview page, choose to click the Submit button:
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Once the document is submitted, its status changes from Created to Submitted. From now on, the document is not eligible for modification. Instead, you can recall the document if you have realized it is not fully completed. For more information, see Recall Document.
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After submitting a travel expense document, you can immediately recall it to add any changes. To do it, use one of the tips below:
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The expense document changes its status from Submitted to Created.
Edit Document
You can introduce modifications to the documents with the Created and Rejected status. To edit a document, first, expand the record of the document to be modified and use one of the tips below:
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On making changes, click Save to apply them.
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While processing the travel expense document, it acquires various status showing the readiness of the document. Let us learn the status and their meanings:
Created indicates that the document is created and saved with some data. It can be edited and submitted to your approver/coordinator.
Submitted indicates that a user has submitted the document to a coordinator/approver. The document becomes read-only and no further changes are allowed except for recalling it immediatly after sending.
Approved indicates that the document is verified and approved by a coordinator/approver and sent to Payroll for further processing. The document becomes read-only and further changes are allowed.
Rejected indicates that the submitted document has not been approved. In this case, a user must edit and submit it to a coordinator/approver.
Processed indicates that the document has been submitted, approved and sent to Payroll for further processing. The document becomes read-only and no further changes are allowed.
Reversed indicates that the document has been submitted and approved, but the payment has not been processed in APM. In this case, it comes back to a coordinator/approver and then to an employee with the Rejected status.
Cancelled indicates that the document has been created but cancelled. The document may be further deleted.
Housekeeping
The section enables you to perform a one-time setup of the module.
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The setup is carried out in Adonis Administartor Portal. |
Define Chain of Approval
Once logged into Adonis Administartor Portal, follow the directions in Define Chain for Organization to define the chain of approval as well as set permission levels.
Define Rates
Once logged into Adonis Administartor Portal, follow the directions in Define Rates to set the travel allowance rates transportation, meals, logging and other.
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