Register Travel Request for Employee

Explanation

This activity is used to register travel requests for an employee. This activity can be performed using the Travel Request Assistant available on the web application. Once you create a request using the assistant, the details are automatically saved in the Travel Request window. You can also register expense requests directly using the Travel Request window.

Prerequisites

In order to perform this activity, expense rules are required to be defined in the Expense Rule window.

System Effects

As a result of this activity, the following system effects are possible;

• If the expense request is created using the Travel Request Assistant, the Travel Request window will be updated with the details.
• If entertainment expenses are generated, the Travel Request/Generated Entertainment tab will be updated according to the configuration defined for entertainment expense codes in the Expense Rule window.

Window

Travel Request

Related Window Descriptions

Travel Request

Procedure

Perform the following procedure to register expense request using the Travel Request Assistant:

1. Log on to the web application and open the Travel Request Assistant.
2. In the Emp ID field, specify the employee for whom you want to register an expense request. Your employee ID will be entered by default.
3. Describe the purpose of the expense in the Purpose field.
4. Click Next to go to the next page in the assistant.
5. In the Option ID field enter an identifier for the expense request option. The default expense rule assigned to the employee will show in the Expense Rule field.
6. Enter the travel start date and time in the relevant field. You can also specify an end date and time for the travel.
7. Click Next to go to the next page in the assistant.
8. Create a new expense record.
9. In the Expense Type field, specify whether the expense you want to register is a mileage expense, an entertainment expense or a general expense. You can select the appropriate option from the list.
10. In the Expense Code field, enter an expense code. Select an expense code corresponding to the expense type using the list.
11. Enter the price and quantity in the relevant fields. The gross amount will be calculated based on the quantity and price.
12. Click Finish to create the expense request.

Perform the following procedure to register expense request directly in the Travel Request window:

1. Open the Travel Request window and create a new record.
2. In the Emp ID field, specify the employee for whom you want to register an expense request. Your employee ID will be entered by default.
3. Describe the purpose of the expense in the Purpose field.
4. Save the information.
    
5. Go to the Option ID field and create a new record. Enter an identifier for the expense request option in this field. The default expense rule assigned to the employee will show in the Expense Rule field.
6. Enter the travel start date and time in the relevant field. You can also specify an end date and time for the travel.
7. Save the information.
    
8. Go to the Travel Request/Expenses tab and create a new record.
9. Enter the date of the expense in the Expense Date field. The travel start date will show in this field by default.
10. In the Expense Type field, specify whether the expense you want to register is a mileage expense, an entertainment expense or a general expense. You can select the appropriate option from the list.
11. In the Expense Code field, enter an expense code. Select an expense code corresponding to the expense type using the list.
12. Enter the price and quantity in the relevant fields. The gross amount will be calculated based on the quantity and price.
13. Save the information.
14. Repeat the steps to register more expenses.