The WDA & Expenses Module

How to Log in

Please log in the Adonis Employee Portal. You can access the system with:

E-mail that is registered in the database by your company;

and your personal password (which you get during first-time registration):

After filling credentials, click Login button.

First-time Login

For the first time initializing you need to know your PIN number (can be found on the payslip).

Use First Time Login button:

In Security Check box, define your valid Email, PIN and Birthdate:

Click OK.

In a few seconds, you will receive a mail with a link and instructions.

Forgot Password?

If you have forgotten your password, click the Resend Password button and follow the steps:

Enter your email address and code:

Click OK.

You should now receive an e-mail with instructions for setting a new password.

Travel Expenses Overview

In the Adonis Employee Portal, you can register your travel expenses after your work travel (to/from vessel).
When finished you need to submit the travel expense report to your team leader for approval.
After it corresponding travel activities will be created and added to APM > Activities datagroup.
From here you can also add Sick, Leave and Travel activities.

Please log in the Employee Portal, for details click How to Log in

After logging in, go to > :

1. By default, you are on My WDA screen, where you can see TE reports, activities and leave days data.
   New Expense Report – to create new Travel Expenses (TE) document.
   Overview – stores all your created, rejected and submitted Expenses documents.
   Reports – to generate 'My WDA' report.
   Notify – to send notifications:
   

   

2. All your Travel Expenses documents:
   -For Submission (created) – saved but not submitted documents. They can be edited and submitted to your coordinator / approver.
   -Pending Approval (submitted) – created and sent for approving.
   -Approved – if your coordinator finds that everything is OK with your Submitted Travel Expense, it will be Approved, and corresponding travel activities will be created in APM.
   -Rejected – your coordinator may choose to Reject your travel expense if he finds that it's not correct or some data are missing.
   
   In such case, this document gets Rejected status.
   You can review approver's comments in Comments column, e.g.:
   
   

   

   
   Then make corrections before submitting again or just cancel.
   
   From here you can review details of any TE doc. by clicking

   

   button, which brings you to the Overview screen.
   You can edit only created and rejected travel expenses.

3. Your activities from APM with main information: activity type, vessel, date from/to and total days.
   Here you can also see if the activity already has linked TE report – if Yes is displayed in Exp. Sheet column.

4. In Work Days Account Overview screen, you can see how many Leave days were spent for selected year.

Click Help icon to get to user instructions how to use WDA & Expenses module.

How to Create the Expense Report

After each travel you can create and submit the expense document to report various expenses during your travel (transportation, accommodation, etc.).
Go to WDA&Expenses > My WDA > button to create the TE report:
You will be switched to Activity Dates tab to fill main information about your travel:

1. Select onboard (sea-service) activity to register your travel details and expenses for.
   -You can report expenses only for confirmed (Historical; with Date to) activities.
   
   With Other Activities option you can add activities (sick, leave, travel) with expenses details directly from here.
   For details, see Register Expenses for Sick, Leave or Travel section below.

2. Fill in Departure from home (to vessel) details: Country, City, Dates (time) from/to of your travel and accommodation information.
   -Date can not be later than Start Date of onboard activity.

3. Fill in Arriving at home (from vessel) details: Country, City, Dates (time) from/to of your travel and accommodation information.
   -Date can not be earlier than Date To of onboard activity.

4. Travel Reason – select the reason of your travelling from drop-down list.
   Leave comments if needed.

Click Save button.

From now, the other tabs became available for reporting more information about your expenses.
In the next sections we explain how to add various expenses.

Register Expenses for Sick, Leave or Travel

From screen you can also add report per your Sick, Leave or Travelling with all expenses details.
Then submit this document to your team-leader.
Once approved, corresponding activities (sick, leave or travel) will be added to your Activities datagroup in APM.

For this - select Other Activities option > choose needed activity type in drop-down and define required data (country, date from/to), reason and comments if needed.
For example:

Click Save button.

If you spent some money on transport/hotel, etc. while you were ill, on leave or travelling, you can register these expenses at corresponding tabs.
The process of adding expense records and submitting the report is the same as for travel days of the onboard activity.

See How to…. sections.

How to Add Transportation

Go to tab > click :

1. Select the type of transportation from the drop-down list, input the date.
   -Below fields to fill depend on selected transportation type.
   
   Define the route.
   Input amount you spent, select currency.
   -Fields on yellow background are mandatory.
   You will not be able to save info if they are not filled in.

2. Once filled, click Add more to report another transportation expense for this day or Save to proceed with another expense.
   You can click Cancel to cancel this registration.

Attaching Scans

After transportation expenses record(s) are created, you can add scans of your bills if exist.
In Transportation grid, select target record > click Add scan and upload it from your local folder:

After you can or attachment from this screen or on Scans tab.

How to Add Accommodation

Go to tab > click :

1. Select the type of accommodation from the drop-down list.
   -Below fields to fill depend on the selected type.
   
   As in our example, for hotel, define its name, address and country.
   -Fields on yellow background are mandatory.
   -You will not be able to save info if they are not filled in.

2. Select 1^st (to vessel) or 2^nd (from vessel) Travel Period.
   Fill in Date From – Date To fields
   Input amount you spent, select currency.

3. Once filled, click Add more to report another accommodation expense or Save to proceed with another expense type.
   
   You can click Cancel to cancel current registration.

Attaching Scans

After the expenses record(s) are created, you can add scans of your bills if exist.
In Accommodation grid, select target record > click Add scan and upload it from your local folder.
After you can or attachment from this screen or on Scans tab.

How to Add Other Expenses

If you need to register other expenses (net, phone, parking) not included in transportation / accommodation categories, go to tab.
Click :

1. Define Date.
   Select the Expense Type from the drop-down list.
   Type its short description in Expenses field.
   Input amount you spent, select currency.
   
   -Fields on yellow background are mandatory.
   You will not be able to save info if they are not filled in.

2. Once finished, use Add more button to report another expense of such kind or Save to proceed.
   You can use Cancel to cancel this registration.

Attaching Scans

As for all types of expenses you can add scans of your bills.
After saving, select target record > click Add scan > upload it from your local folder.
After you can or attachment from this screen or on Scans tab where all scans are stored.

How to Define Meals

To register if you have got any meals covered by hotel, provided by the customer or paid by another employee, use tab.
For example:

>Breakfast 
If breakfast is included in the hotel price, you need to deduct this meal by selecting check box for every such day.

>Lunch 
If a hot meal were provided by hotel for no extra charge, you need to deduct this meal for every day provided.

>Dinner 
If a hot meal were provided by hotel for no extra charge, you need to deduct this meal for every day provided.

Changes are saved automatically.

How to Add Advance

If you need to register any types of advances, go to tab.

E.g. if you have added Air Fare amount under Transportation,
but this is invoiced directly to your company,
you need to add the amount as an advance, so it is deducted. 

Click :

1. Indicate Date.
   Select the Type of advance from the drop-down list.
   Type short description in Location of payment field.
   
   -Fields on yellow background are mandatory.
   You will not be able to save info if they are not filled in.

Attaching Scans

As for all types of expenses you can add scans of your bills.
After saving, select target record > click Add scan > upload it from your local folder.
After you can or attachment from this screen or on Scans tab where all scans are stored.

Adding Scans

If you have paper bills from your travel, you can scan them and attach to corresponding expenses records.
You can upload scan directly on each Expenses category tab (transportation, accommodation, etc.) or at tab.
Click :

Define expense date, select group, type short description.
Click Browse button to upload a scan and Update button to save.

Then you should submit your Expense document to your coordinator for verifying and approving.

Summary

The totals for all filled expenses for accommodation, transportation, meals, etc., you can review in Summary section on the right:

Here you can see calculated allowances for whole trip, expenses separated by categories and Total amount.

Click to return to Overview screen.

Submitting your Travel Expense

After checking and making sure that your Travel Expense document is completed, you can Submit it to your Coordinator.
This can be done directly from the Overview screen by clicking Submit:

A small Confirm window will appear, where you can add comments for your coordinator:

Click Confirm.

Note, please:
After submitting the document, its State from For Submission (Created) is changed to Pending Approval (Submitted).
From this time, you can not edit the document only review.
But if you forgot to add some information, you can immediately Recall the report.
! Only at once after sending, until the coordinator approved it.
For details see How to Recall Travel Expense section.
One your document/report is approved by your team-leader, its state will be changed to Approved.
Corresponding 2 travel activities will be added to your Activities datagroup in APM.

How to Recall Travel Expense

If you submitted your Travel Expense document by mistake or forgot to add some information, you can immediately Recall it.
Then this document comes to your level with Created State (you can correct it and submit again).

The document can be returned at once after sending, until the coordinator approved it.

You can recall it from Overview screen:

Confirmation window appears:

Click Yes.

Now your document is returned to your level with Created status, you can edit and resend it or cancel.

How to Cancel Travel Expense

You can cancel only not-submitted Travel Expenses.
To cancel you Travel Expenses document, please go to Overview screen > click Cancel for needed record:

In appeared Confirm window, input comment and click Confirm > OK buttons:

Document gets Cancelled status.

How to Edit Travel Expense

You can edit only Created and Rejected travel expenses documents.
Go to Overview screen > click Details:

You will be switched to Travel expense details screen where you can modify main travel data and navigate between needed sections (transportation, accommodation, etc.) to update/add info.

Do not forget to use Save button to apply each change.

My WDA Report

There can be situations when a person signs on a vessel or passes some courses/trainings, he needs to fly to another country and then back.
During this he can spend some money on meal, transportation, hotel, etc.
After a trip, an employee creates special expenses document in Adonis Employee Portal (WDA module), inputs all travel details and submits it to coordinator/approver.
After it's approved or just created, you can run My WDA report, choose this document and review all details.
To access the report, please login to Employee Portal > > > Reports:

Report Dialog:

Once you click the needed report from the report menu, a dialog window asks to add report parameters:

Select needed document from the drop-down, where all your WDA documents are listed.

Click Submit button to preview the report.

Report Layout: The report can consist of several pages displaying travel and expenses details:

1. In this section, we see the following details: 
   
   Personal – your pin, name and currency info;
   Document - ID, current state/status and by whom it was filled/sent (employee's name);
   -In this case 'approved' means created and confirmed because when you fill in some data in the document, you confirm that it's true.
   
   Travel – reason of travelling, departure and arrival country.
   

2. Here we can see travel and activity dates.

3. Rates and compensation information of departure and visiting countries.

4. Here can be various Expenses types details, for example: Accommodation, Transportation, etc.
   
   
   

5. Summary of allowance, compensation, transportation and additional expenses (e.g.: meal costs) displayed with total amounts and currency for each type and total.
   
   

   

   
   
   

6. If you have attached a scan (e.g.: of the bill from the hotel where you stayed) to your document, it appears in Scan section of the report.