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:

• Navigate to Travel Expense > My travel expenses.

• On the main menu, select Travel Expense > My travel expenses.
  
  

  Open

  

When done, you then find yourself on the Overview page where you can start working with the module:

Open

You can create the expense document from scratch or edit the existing document. To create a new document, follow the instructions in Create Report.

If you choose to edit an existing document, first, find the document by specifying the following data:

• 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.

Create Report

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.

Once accessed the module, you find yourself on the Overview page where you can create a travel expense report:

To create a travel expense report, click the New button. The following travel form appears:

Within the travel form, fill in the fields:

• Purpose. Enter a travel purpose and a destination country.

• Travel Starts. From the calendar picker, select the travel start date. In addition, in the drop-down list, select time when the travel starts.

• Travel Ends. From the calendar picker, select the travel end date. In addition, in the drop-down list, select time when the travel ends.

• Travel code. Enter a travel number or code.

• Travel type. Set the travel type by selecting either Domestic or Foreign.

• Country (available for the Foreign travel type). From the drop-down list, select the travel country. Besides, you can optionally specify a travel city by selecting it from the drop-down menu.

• Guest house. From the drop-down list, select the accommodation in which a traveller lives. In case a traveller lives in a hotel, select the Not guest house option.

• Reason. From the drop-down menu, select the travel reason.

• Vessel. From the drop-down list, select the vessel in which a traveler works.

• Department. From the drop-down list, select the department in which a traveler works.

• Project. From the drop-down list, select the project at which a traveler works.

• Cost Place. From the drop-down list, select a cost place. The selected cost place is used for accounting in the Payroll module.

• Is Billable. Check the option if the travel expenses are to be covered after the travel.

• Comments. Enter any comments concerning the travel.

• Address. The address data is automatically fetched from Personal Details in APM.

• Document Id. The document number automatically assigned when completing it.

• Allowances. The amount paid or deducted based on the defined rates and preferences.
  
  

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.

Transportation

To report the transportation expenses, first, switch to the Transportation tab. The following page then appears:

Now, click the plus sign. Clicking it opens the Transportation page:

Now, fill in the fields below:

• Type. From the drop-down list, select the transportation type.

• Travel From. Define the start point of the route.

• Travel to country. The field is predefined based on the data provided in the Travel Form page.

• Currency. From the drop-down list, select the currency.

• Paid for fellow employee. Select the checkbox if you paid for a coworker. When selected, the Names field appears where you can enter the coworker’s first and last names.

• Comments. Enter any additional information on transportation.

• Travel Date. The field is predefined based on the data provided on the Travel Form page in the Travel Starts field.

• Travel from country. The field is predefined based on the data provided on the Travel Form page.

• Travel to. Define the end point of the route.

• Amount. Enter the amount spent.

• Covered by Employer. Select the checkbox if the transportation expenses are to be covered by an employer.

• Attachment. Click Upload to attach a receipt proving the expenses incurred.

When completed, click Save to save the record.

If you want to add another transportation record right away, click Add more.

As a result, the transportation expense record appears in the grid:

Accommodation

In the Accommodation tab, you can register the expenses incurred if you live in a hotel during your travel.

Switch to the Accommodation tab to view the page:

Now, click the plus sign. Clicking it opens the Accommodation page:

Now, fill in the fields below:

• Location. From the drop-down menu, select the accommodation where a traveller lives.

• Hotel address. Enter the hotel address.

• Hotel name. Enter the hotel name.

• Country. The country name is fetched based on the data provided in the Travel Form tab. You can change a country by selecting it from the drop-down list.

• Amount. Enter the amount per day spent for the hotel.

• Currency. From the drop-down list, select the currency used to pay for the hotel.

• Covered by Employer. Select the checkbox if the transportation expenses have already been covered by an employer. Thus, the amount will not be included into the allowance calculation.

• Paid for fellow employee. Select the checkbox if you have paid the hotel fee for an employee. Selecting the checkbox makes the Names field available. In this field, enter name(s) of the employee(s) involved.

• Is for the entire travel. Select the checkbox if the accommodation expenses cover the whole duration of the trip. If the option is not selected, you need to specify the date range in the correspondent From date and To date fields.

When completed, click Save to save the record.

If you want to add another transportation record right away, click Add more.

As a result, the hotel expense record appears in the grid:

Various

In the Various tab, you can record the expenses that are not limited to meals, transportation and accommodation:

Now, click the plus sign. Clicking it opens the Various page:

Now, fill in the fields below:

• Type. From the drop-down list, select the type of the expense you want to add.

• Travel date. The field is predefined based on the data provided on the Travel Form page in the Travel Starts field.

• Description. Describe the type you want to add.

• Amount. Enter the amount spent.

• Currency. From the drop-down list, select the currency used.

• Covered by Employer. Select the checkbox if the expenses have already been covered by an employer. Thus, the amount will not be included into the allowance calculation.

• Paid for fellow employee. Select the checkbox if you have covered the expenses of an employee. Selecting the checkbox makes the Names field available. In this field, enter name(s) of the employee(s) involved.

• Comments. Enter any additional information on the expenses incurred.

• Attachment. Click Upload to attach a receipt proving the expenses incurred.

When completed, click Save to save the record.
If you want to add another transportation record right away, click Add more.

As a result, the expense record appears in the grid:

Meals

In the Per Diem tab, you can record the meals received in the hotel, provided by the customer or paid by another employee:

Within the appeared grid, select the checkboxes based on the travel days and meals received:

• Breakfast. In case breakfast is included in the hotel price, you need to deduct this meal based on the travel days.

• Lunch. In case lunch is provided by the hotel for no extra charge, you need to deduct this meal based on the travel days.

• Dinner. In case dinner is provided by the hotel for no extra charge, you need to deduct this meal based on the travel days.

As a result, the meals cost will be deducted from the allowance.

Advance

In the Advance tab, you can record any additional expenses to be covered at your own expense.

Now, click the plus sign. Clicking it opens the Various page:

Now, fill in the fields below:

• Type. From the drop-down list, select the expense type you want to add.

• Travel date. The field is predefined based on the data provided on the Travel Form page in the Travel Starts field.

• Description. Provide a short description of the expense you want to add.

• Amount. Enter the amount spent.

• Currency. From the drop-down list, select the currency used.

• Covered by Employer. Select the checkbox if the expenses have already been covered by an employer. Thus, the amount will not be taken into account while calculating the allowance.

• Paid for fellow employee. Select the checkbox if you have covered the expenses of an employee. Selecting the checkbox makes the Names field available. In this field, enter name(s) of the employee(s) involved.

• Comments. Enter any additional information on the expenses incurred.

• Attachment. Click Upload to attach a receipt proving the expenses incurred.

When completed, click Save to save the record.
If you want to add another transportation record right away, click Add more.

As a result, the expense record appears in the grid:

Travel Scans

On the Travel Scans tab, you can upload the receipts confirming the expenses incurred when travelling:

Now, click the plus sign. Clicking it opens the Travel scans page:

Now, fill in the fields below:

• Date. The field is predefined based on the data provided on the Travel Form page in the Travel Starts field.

• Description. Provide a short description of the receipt you want to add.

• Expense Group. From the drop-down list, select the group correspondent to the uploaded receipt.

• Expense. From the drop-down list, select an expense type. The type is automatically generated based on the expense data previously provided.

• Attachment. Click Upload to attach a receipt confirming the expenses incurred.

When completed, click Save to save the record.
If you want to add another transportation record right away, click Add more.

Summary

On the Travel Scans tab, you can see the calculated allowances for the whole trip as well as expenses separated by categories:

Now, you can submit the travel expense document to your coordinator. For more information, see Submit Document.

Submit Document

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:

Clicking the button opens the Confirm dialog where you can enter a comment before submitting the document:

Click Apply to proceed.

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.

Recall Document

After submitting a travel expense document, you can immediately recall it to add any changes. To do it, use one of the tips below:

• On the Overview page, select the document that has been recently submitted and click Recall:

• Select the document that has been recently submitted and switch to the Travel Form tab. Now, click Recall:

Clicking the command opens the Confirm dialog:

Click Recall to confirm that you want to recall the document.

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:

• Select the required section by using the quick-access commands:

   

• Click the Details command to switch to the Travel Form page where you can modify the main travel data and navigate to other sections (transportation, accommodation, etc.) to update them.

On making changes, click Save to apply them.

Check Document Status

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.

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.