Travel Expenses Claim Workflow System Quick User Guide v1.0
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Travel Expenses Claim
Workflow System
Travel Expenses Claim Workflow System Quick User Guide v1.0
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Travel Expenses Claim Workflow System – Quick User Guide
Table of Contents
Chapter 1: Steps to Prepare and Submit Travel Expense Claim ________________3
Chapter 2 - Steps to Review Expenses Claim ______________________________10
Chapter 3 - Steps to Approve Travel Expense Claim ________________________11
Travel Expenses Claim Workflow System Quick User Guide v1.0
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Chapter 1: Steps to Prepare and Submit Travel Expense Claim
Step 1: Login and access to travel expense claim system
a) Enter your PC Logon Name
b) Enter your PC logon Password
a) Click the link (Submit New Claim under Travel Expenses) to prepare claim
Travel Expenses Claim Workflow System Quick User Guide v1.0
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Step 2: Select and Upload Travel Application
a) Select Claimant and related Travel
Application(s) is/are shown
b) Click to View Travel Application Detail if needed
a) Click to copy Travel Application to Travel Expense Claim Form
Travel Expenses Claim Workflow System Quick User Guide v1.0
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Step 3 (Optional): View related travel application and/or select other travel
application
a) Click to view related travel application if needed
b) Click Select Travel Application for
selecting other Travel Application
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Step 4 (Optional): Update Travel Itineraries for change in travel period and/or city
visited
a) Click to update travel itineraries if change in Travel period and/or city visited.
a) Input updated City Visited if needed
b) Click Calendar icon to select Departure Date if needed
c) Click Calendar icon to select Return Date if needed
d) Input Explanation for update in travel itineraries
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Step 5 : Add/Update Travel Claim Item
Add Travel Claim other than Travel Related Entertainment Claim
a) Click to Add Travel Claim other than Travel Related Entertainment Claim
b) Click to Add Travel Related Entertainment Claim
c) Click for simple view if needed
d) Click to edit existing travel expense claim
a) Select Nature b) Input Description
c) Select Claimed Currency and input Claimed Amount d) Input Exchange Rate if known
OR
Input Equivalent Amount in Home Currency if known OR Leave Blank if both not known
e) Click Calendar icon to select
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Add Travel Related Entertainment Claim
a) Select Event Date
b) Select Entertainment type c) Select Purpose d) Select Country/Region of Entertainment e) Input Claimed Amount
a) Click to change host if it is different from claimant, it will determine claim’s approver
b) Select staffs attended c) Select number of staff
attended if you are attaching file
d) Enter main guest name and title
e) Enter other guests attended
f) Select number of guest attended if you are attaching file
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a) Click to select approver
c) Select staff name for circulation copy, if required b) Input Remark for additional information
d) Click “Save” button to save to Travel Expense Claim Form
a) Select staff name for circulation copy, if required
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Chapter 2 - Steps to Review Travel Expense Claim
Step 1. Open Draft or Returned Claim Form for Review
Step 2. Review Draft or Returned Claim Detail
b) Click Claim ID# to open expenses claim
a) After login, click the path to open
Draft/Returned Claim page or open direct via e-mail notification b) Click appropriate button to return expenses claim to preparer or approve expenses claim a) Click the path to show workflow log
Travel Expenses Claim Workflow System Quick User Guide v1.0
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Chapter 3 - Steps to Approve Travel Expense Claim
Approve Travel Expense for Change in Travel Itineraries
a) After login, click the path to open Approval Claim page or open direct via e-mail notification
c) To approve selected claims
i) tick the check box along each claim ii) click the “Approve Selected Claims” button
b) To approve all claims, click “Approve All Claims” button
d) Click Claim ID to review details
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Approve Travel Related Entertainment Claim
a) After login, click the path to open Approval Claim page or open direct via e-mail notification
c) To approve selected claims
i) tick the check box along each claim ii) click the “Approve Selected Claims” button
b) To approve all claims, click “Approve All Claims” button
d) Click Claim ID to review details
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Chapter 4 - Steps to Check Claim Status
a) Click Check Claim Status in the Intranet Workflow Main Menu or in the Expenses Claim page b) Click to select particular claim status d) For more options, press Advanced Search c) Press Search to find
Travel Expenses Claim Workflow System Quick User Guide v1.0
