The Travel Expenses Module

How to Log in

To access Travel Expenses module, please log in Adonis Employee Portal.

You can access the system with email that is registered in the database by your company and your personal password (which you get during first-time registration):

After filling credentials, use Login button.

First-time Login

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

If you do not know your PIN, please contact the administrator or the crewing department.

Use First Time Login button:

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

Press OK.

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

Forgot Password?

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

Enter your email address and code:

Press 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 during or after your business travel.
During the travel you can, for example, receive your Taxi receipt and register this directly.
When finished you submit the travel expense report to your team leader for approval.
Please log in Employee Portal (see How to Log in section above).
After logging in, go to >
You will come to an Overview screen where all created and rejected Travel Expenses are shown, by default:

Click button next to each record to expand / collapse its details:
Location (travel type/reason), Country, Dates, Total sum of expenses with currency and Document State.
Here also you can edit , delete , submit and cancell your travel expense record.

This possibility depends on record State (see States Meaning table below).
Below manage buttons, you can get quick access to travel expense categories or sections to add expenses (transportation, accomodation, per diem/meals, etc.) and attach scans of your bills.

You can edit only created and rejected travel expenses.

States Meaning:

Created	Saved but not submitted documents. They can be edited and submitted to your coordinator / approver.
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 sent to Payroll for further processing and payment. Can be only reviewed.
Rejected	Your coordinator may choose to Reject your travel expense, if he finds that it's not-correct or some data are missing. You will, in such case, receive an automatic email and will need to log into the portal again for making corrections, before submitting again.
Processed	Submitted > Approved and Confirmed for payment in APM. Can be only reviewed.
Reversed	Submitted > Approved but Rejected for payment from APM. Once rejected, it comes back to coordinator/approver and then with Rejected status to employee. Can be only reviewed.
Cancelled	You can choose to Cancel a Travel Expense that previously has been created/saved, but not yet submitted. This can be done directly in the Overview window, by clicking Cancel button under record. Can be deleted.

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

How to Find Previous Created Expense Sheets

By default, the Travel Expense overview shows the created and rejected travel expenses.
To find previous created travel expenses use the filter option to find the travel expense by state, like Processed, Cancelled or Reversed.

You can filter your records not only by Status, but also by year. Than the system shows only records in the frames of defined year.
You can also use Search panel to find needed record by date.

Prepare to Your Travel: How to Create an Expense Report

Explain the advantage of creating the expense report before and add the expenses during adjust and submit after.Before or during the travel we suggest you to create the expense report, and use 'add the various expense' during your travel.
When arriving at home, you then just need to review the report, make the last adjustment before you submit the expense report to your team leader.
Go to Travel Expense > My Travel Expenses and use New button to create a Travel Expense report:

You will be switched to Travel Form tab to fill main information about your travel:

Turn your mobile into horizontal state to see fields description.

Travel Destination/Purpose - enter details of your travel.
Travel Date: Start date of your travel.
Return Date: End date of your travel.
Define Travel number/code.
Type of Travel - select Domestic or Abroad.
For abroad travel – fill in Country and City if applicable.
Travel Reason – select the reason of your travelling from drop-down list.
Please chose vessel, department you work in, project and cost place.
-Not all fields here are mandatory. It depends on selected Travel Reason.
Address – your address is fetched from Personal Details.
When all data is filled in, then press Save and Back to return to the travel expense overview.
Or select Add Expenses if you want to continue adding expenses.

From now, the other tabs became available for reporting more information about your expenses.

During Your Travel

Once you have created the travel expense report (filled Travel Form), you can add the various expenses during your travel.
During travel you can add a picture / scan of the receipt and through away the paper copy after registration.
In Overview screen, you can expand needed TE report and begin registration of your expenses by using various short cuts:

In the next sections we explain how to add various expenses.

How to Add Transportation

Press short cut.
You will appear at Transportation tab:

Select the type of transportation from the drop-down list, input the date.
Below fields to fill depend on selected transportation type.
Set the check box if you paid for some employee(s) which travelled with you and define their names below.
Leave the check box cleared if you paid only for yourself.
Define the route.
-Country is filled automatically.
Input amount you spent, select currency and define currency rate to your company currency.
Use this button to call out your phone camera to take a picture of the bill or upload already saved one.
It will be attached here and to Scans section where all scans are stored.
You can review it or delete if necessary:

Once filled, press Add more to report another transportation expense or Save to back to overview.
You can click Cancel to cancel this registration.

How to Add Accommodation

Press short cut.
You will appear at Accommodation tab:

Select the type of accommodation from the drop-down list.
Below fields to fill depend on selected acc. type.
For hotel, define its name, address (country is filled automatically).
Set the check box if you paid for some employee(s) which travelled with you and define their names below.
Leave the check box cleared if you paid only for yourself.
Fill in Date From – Date To fields if you stayed at this Hotel only for part of your travel.
If you stayed in the same hotel the whole period, then set Is for the entire travel option.
Input amount you spent, select currency and define currency rate to your company currency.
Use this button to call out your phone camera to take a picture of the bill or upload already saved one.
It will be attached here and to Scans section where all scans are stored.
You can review
it or remove
if necessary.

Once finished, press Add more to report another accommodation expense or Save to back to overview.
You can use Cancel to cancel this registration.

How to Add VariousHow to Expenses

If you need to register other expenses not included into meals, transportation or accommodation categories, use short cut.
You will appear at Various tab:

Select the expense type from the drop-down list.
Type its short description and define date.
Set the check box if you paid for some employee(s) which travelled with you and define their names below.
Leave the check box cleared if you paid only for yourself.
Input amount you spent, select currency and define currency rate to your company currency.
Use this button to call out your phone camera to take a picture of the bill or upload already saved one.
It will be attached here and to Scans tab where all scans are stored.
You can review
it or remove
if necessary.

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

How to AddHow to Meals

To register if you have got any meals covered by hotel, provided by the customer or paid by another employee, use Per Diem short cut.
You will appear at Meals tab:

>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. |

Once finished, use Back to return to overview.

How to Add Advance

If you need to register any types of advances, press short cut.
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.
You will appear at Advance tab:

Select the type of advance from the drop-down list. Type short description and date.
Set the check box if you paid for some employee(s) which travelled with you and define their names below.
Leave the check box cleared if you paid only for yourself.
Input amount you spent, currency and exchange rate to your company currency.
Use this button to call out your phone camera to take a picture of the bill or upload already saved picture.
It will be attached here and to Scans tab where all scans are stored.
You can review
it or remove
if necessary.

Once finished, use Add more to report another advance or Save to return to Overview.
You can use Cancel to cancel this registration.

Summary

After you filled all expenses for accommodation, transportation, meals, etc., you can review them at Summary tab:

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

Press Back to switch to Overview screen.
After you can submit your Travel Expense document (to your coordinator for checking/approving) from here or Overview screen.

Coming Home to Submit 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 on the new travel expense record, or from the Overview screen by clicking Submit button:

Expand the record details and press Submit.

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

Press Apply.

If you have no comments, it's necessary to type your Initials and date.
After submitting the document, its State from Created is changed to Submitted.
From this time, you can not edit the document only review .

But if you click Apply command by mistake or forgot to add some information, you can immediately Recall it.

But only at once after sending, until the coordinator approved it.

How to Recall a 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/return it directly in details screen:

OR: Go to Overview screen, expand record details and press Recall there:

Confirmation screen appears:

Press Recall.

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

How to Edit a Travel Expense

You can edit only Created and Rejected travel expenses documents.
Go to Overview screen, expand record:

Use
button to 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.
You can also use quick access buttons:

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

Knowledge Base

APP Travel Expenses on Mobile Phone