User Guide for Travel Request and Expense Management

This guide provides a complete overview of how to create, manage, and process travel requests and their associated expenses.

Step 1: Creating a Travel Request

To initiate a new travel request, follow these steps.

1. Navigate to the Expenses module and select Travel Request.
2. Click Create to open a new travel request form.
3. Fill in the required details:
   • Employee: Select the employee for whom the travel is being requested.
   • Department: The department is automatically populated based on the selected employee.
   • Date of Departure & Return Date: Specify the travel dates.
   • Destination & Departure City: Enter the cities of travel.
   • Reason(s) for Travel: Provide a detailed reason for the trip.
4. Once all details are entered, the request will be in the Draft state.

Step 2: Submitting for Approval

After creating the request, it must be submitted for manager approval.

1. On the draft travel request form, click the Send for Approval button.
2. The request's status will change from Draft to Send for Approval, and an email notification will be sent to the designated approver.

Step 3: Approving or Refusing the Request

The designated approver can take action on the request.

1. The assigned approver will receive a notification. They can view the request from their dashboard or via the email link.
2. The approver can either:
   • Click the Approve button to approve the request. The status will change to Approved.
   • Click the Refuse button to reject the request. The status will change to Rejected, and the creator will be notified.

Step 4: Creating an Expense Sheet from an Approved Request

An expense sheet can only be created after the travel request has been approved.

1. Once a travel request is in the Approved state, a new button, Create Expense Sheet, will become visible.
2. Click this button to automatically generate a new expense sheet that is linked to this specific travel request.

Step 5: Managing Expenses and Submitting the Expense Sheet

Finally, add expenses to the sheet and submit it for reimbursement.

1. On the new expense sheet, add individual expense lines for items like flights, hotel stays, and meals.
2. Each expense line is automatically linked to the travel request.
3. The Include in Payroll checkbox will be automatically selected if the expense is paid by the employee's own account (payment_mode is own_account). This can be manually changed if needed.
4. Once all expenses are added, the employee can submit the expense sheet for manager approval.
5. After the expense sheet is approved and marked as Paid, the status of the original travel request is automatically updated to Expense Claimed.