IPAY

MANUAL
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Travel Desk
 Travel Desk – Functions and Process Flow
Travel desk Module in IPAY Software facilitates following functions:

Online Business Tour & Expense Claim Management

Manage Travel Tickets and Hotel Bookings

24*7 Travel desk process availability

Manage Policy according to grade, designation,

department, etc.

Dynamic Expense type and category creation

Fixing different limits for travels according to

Designations, departments, etc.

Creation of multiple Travel agents for Tickets and

hotel bookings

Setting different Travel modes and hotel categories

according to Employee based eligibility

Different reports to track all Travel records.

Process Flow
Process Flow of the Travel desk Module

1. Submission of Business Tour Plan for Approval

2. Approval by respective Authority
3. Release of advance amount by the Finance personnel to the Employee
4. Sending Email to the Travel Agent for the Booking
5. Expense claim after tour completion
6. Respective authoritative person will verify the claim details
7. Release of final payment after successful verification
 Creation of Travel Mode, Category &
01 Expense Category
Travel Desk > Create/Update Travel mode, Hotel Category, Expense Category

 Select Travel Mode, Hotel Category, Expense Category, Create/Update Group with City, Purpose

 Select Mode and Enter description for the same, then SAVE.
 Parameter Setting for Travel Module
02 Travel Desk > Travel Master

TAB 01 – PARAMETER SETTING FOR TRAVEL

TAB 01

PART 1

Enter the details as required in the screen:

1. Template name and ID – Enter the code and name of the Template to create a new one.
2. Approval Work-Flow Level – Select the level of Approval to be provided for purpose of Travels
3. Emails to be kept in CC for the purpose of Emailing – Enter the email-ids to whom the user wishes to
send the email (in CC) for submission, approval of business tour plans .
4. Eligibility options for Travel Mode – Select among the given options, which of them would be applicable
for Travel Mode.
5. Tick the checkboxes against respective field, if the user wishes to use separate workflow for
International Travels.
6. Tick the checkboxes against respective field, if the user wishes to provide Hotel booking details option
on ESS Portal.
7. Select authoritative person whom the email is to be sent for ticket bookings.
8. Select the authoritative person to whom the right to change the Advance payment is to be provided.
 PART 2

1. Select whether the booking to be done by Employer, Travel Agent or the Company
2. Select whether to inform employee during the expense Claim or remind employee for the expense
claim.
3. Select whether to mark attendance for the employee during Tour
4. Select whether to show Expense Limit on Travel requisition
5. And more configurations alike.

TAB 02 – EXPENSE MASTER

TAB 02

Create Expense Master here

1. Enter Expense Category, ID and

Description
2. Select whether active or not
3. Select whether the limit amount
to be considered daily, monthly
or yearly
4. Select whether to show eligibility
to employees
5. Select whether the expense in
the Travel is for Local travel,
Domestic or International
6. Select whether the expense to be
used in INR, Kilometres, litres, or
Other
 TAB 03 – EXPENSE PROCESS GLOBAL SETTING
TAB 03

The user is required to enter the details as required by the organization policy to set up Expense configuration
for the purpose of Travel desk.

TAB 04 – EXPENSE LIMIT

TAB 04

This option is used to set Daily Expense Limits and assigning the Expense Templates to the Employees.
 TAB 05 – TRAVEL AGENT

Enter the details of the TRAVEL AGENT to create the relevant master.

Business Travel Request by ESS

03 ESS > Requisitions > Travel Request

1. Select Old or New Request

2. Select Travel Type & Purpose,

Enter Agenda for Travel

3. Enter the Trip and Ticket

Details
 4. Enter Hotel Booking details

5. Enter the details as required

and click on Send Request

Submitted Travel Requests will

appear here

Rescheduling the Travel Request

Click here to Re-Schedule the

Travel Request

 Employee will submit the Business Travel  Departure and Arrival Locations to be recorded.
Request using ESS.  Hotel Booking details are to be provided.
 Approval will be provided by the RM/HOD/HR  Check-In and Check-Out Time
as per the Travel template assigned earlier.
 Recording of whether Tickets booked by
 Travel details such as From Date and To date Company or the Employee himself.
are to be entered.
 Travel Type: Local or International to be  Options to Re-Schedule, Edit or Delete the
recorded Travel request.
 Business Travel Approval through ESS
04 ESS > Approve Requisitions > Business Travel Approval

1. Select Status to view 2. List of Business Travel

the details in the table request will appear here

3. Click here to
select any Request

4. Selected
Employee details
will appear here

5. Select Status as
Approved or Rejected and
Enter Remarks

6. Click SAVE to submit the response to

the Business Travel Request

 RM/HOD will approve the Travel requests using

the ESS.
 Reports for available Travel Requests can be
viewed on the screen against each Request.
 RM/HOD is required to approve or reject the
Request and SAVE the response along with their
relevant Remarks.
Approval of Rescheduled Travel Request
1. Select Status to view 2. List of Business Travel
the details in the table request will appear here

3. Click here to
select any Request

4. Selected Employee
details will appear
here

5. Select Status as
Approved or Rejected and
Enter Remarks

6. Click here to SAVE the

response to the Request

 RM/HOD will approve the Travel requests using

the ESS.
 Reports for available Travel Requests can be
viewed on the screen against each Request.
 RM/HOD is required to approve or reject the
Request and SAVE the response along with their
relevant Remarks.
 Approval of Travel Request through Admin Portal
Travel desk > Business Travel Approval

1. Select Status to view

the details in the table
2. Click here to select
the request

3. Employee details will

appear

Select Status and enter

Remarks

 Same process of Approval is to be followed by the Admin person as the case of RM/HOD.

Approval of Travel Finance through Admin Portal

Travel desk > Travel Finance Approval

 Travel Finance Approval is to be done by the Admin Portal as follows:

 1. Search the Requests
using the two options 2. Following list will
appear

3. Click here to select

the Travel request

4. Click on ADVANCE
APPROVE to approve the
advance claim

 Finance Person can approve or Reject the Finance Claim.

 Finance Person can raise a query for the same to the employee also.
 Option to view Ticket details is also available on the screen.
 After approving advance details, another table showing Employee and the Travel details appear on the
same screen above the Approve button.

 Admin can view all the details of the Travel being submitted by the Employee, then enter the amount of
advance provided and click on Claim Approve to approve the claimed amount.
 View the Travel details as submitted by the Employee.
 Select whether the Advance has been given or not.
 Enter the date on which the advance has been given
 Enter the remarks.
 Click on CLAIM APPROVE.

Business Travel Expense Claim Request through ESS

05 ESS > Details > Expense Claim Request

 This module is used to claim the expenses bore by the Employee during the Trip.
 The Employee is supposed to go the ESS portal and submit the Expense details first and then the RM/HOD
or HR would be able to approve the Expenses.

Submission of Expense Claim request by the Employee

Navigating to the ESS, details of Trips completed will be appearing on the screen:

Click here to claim

Expenses

Following screen will appear:

Select expense type

here

 Travel details will appear as shown in the screen.

 RM is required to Select the expense Type.
 After the Expense Type is selected, another Table for entering Expense Details is opened on the screen.

The Expense Filling screen appears as follows:

 Click here to SAVE

After the Expense details are submitted, a final submission screen appears as follows:

Click here

Requested Expense
Claim requests
appear here

Expense claimed details appear on the screen. The user is required to submit the request by clicking on
FINAL SUBMISSION button.

Expense Summary
details appear in
this table

Click
SUBMIT
 Expense Claim Approval
06 Travel Desk > Expense Approval

 The admin can use the Search Parameters to search the Expense requests pending for approval.
 List of requests will appear on the screen.
 The user is required to select the request and submit the response of acceptance or rejection.
 The Expense approval can be done using ESS also if it authorized so following the same method as Travel
approval.

Local Expense Claim Request through ESS

07 ESS > Details > Local Expense Request

 Enter the expense details for each of travel and submit the page.
 Local Expense Claim Approval
08 Travel Desk > Local Expense Approval

 The admin can use the Search Parameters to search the Expense requests pending for approval.
 List of requests will appear on the screen.
 The user is required to select the request and submit the response of acceptance or rejection.
 The Expense approval can be done using ESS also if it authorized so following the same method as Travel
approval.

Local Expense Approval (Finance Person)

09 Travel Desk > Local Expense Approval (Finance Person)

 The admin can use the Search Parameters to search the Expense requests pending for approval.
 List of requests will appear on the screen.
 The user is required to select the request and submit the response of acceptance or rejection.
 The Expense approval can be done using ESS also, if authorized so.
 Other Travel Desk Options
10 1. Import Employee’s Additional Authority
Travel Desk > Import/Export Additional Authority

 This module is used to import or export the Employee’s Additional authority for Travel and PRMS Module.

 Select Module – Travel Module or PRMS Module

 Click on EXPORT to export the selected details to Excel
 Select File having details of Additional Authority and Click on Import & Save button.

2. Travel Reports
Travel Desk > Travel Reports

 Select the Report Type and Status

 Use the Custom Search parameters to search for specific Employees’ Report
 Click on Preview.
Similar report will appear:
 3. Expense Reports
Travel Desk > Expense Reports

 Select the Expense Template and Type

 Select other parameters to view Expense report
 Click Preview to view the reports as per the selected Parameters.