TRAVEL AND EXPENSE

MANAGEMENT SYSTEM
Rishika Bhatia
Intern - IT
UPES, Dehradun
INTRODUCTION
• For as long as business has existed, travel has benefitted it in
unique ways. You might even say that it’s because of business
travel, that so many companies are able to evolve and expand
at lightning speeds.
• Travel is key to business innovation, acquiring new clients, and
breaking into new markets. It's also important for
management to address employee concerns at different
national as well as international branches.
• Here in Trident, each day employees travel from one place to
another. This system has been developed so that the manual
process of creating TA bills is replaced by the automated and
systematic way of claiming reimbursements.
OBJECTIVES
• To automate the Travel Management Process of
Trident.
• User testing of the Travel Module.
ISSUES IN THE MANUAL PROCESS
• Managing large numbers of requests
• Tracking approvals
• Keeping spending in check
• Reducing errors
FUNCTIONALITY
• Front-end portal to interact with users.
• Creation of Travel Request.
• Declaration of company’s travel policy.
• Travel services enabled/disabled according to
employee’s eligibility.
• Should accept and provide for multiple currencies and
automatic conversion during reimbursement.
• Approval of Travel Request by HOD.
• Approval/Rejection Mail Notification service.
• Create a Travel Plan.
• Generation of approval reports (Travel request and
Travel plan).
• Creation of Business Survey Report.
• Creation of Expense Report.
• Approval/Rejection of Expense Report by Travel
Admin.
• Avoid duplicate submission of reports (control
checks).
• Connection with salary accounts for reimbursement.
• Final payment and receipt generation.
KEY BENEFITS
The key benefits of automating the Travel Management
Process are:
• Simplifies the time consuming manual process of
generating Travel Request and Expense Reports.
• Fewer errors or requests for more information.
• Clearer sharing of company’s policies and approvals.
• Generates valuable corporate travel data.
TECHNICAL SCOPE
DESIGN
• The module is developed in three phases:
• Phase 1: White collar employees
• Phase 2: Marketing Team
• Phase 3: Blue collar employees
• There is a process flow for each of the above phases:
• Travel Request Approval
• Travel Plan
• Expense Report
PROCESS FLOW

• Travel Request – The user must fill the required fields in order
to get approval for his trip.
• Travel Plan – The user must plan his trip and book flights/trains
etc.
• Expense Report – The user must create an Expense report and
upload his receipts in order to get the final reimbursement.
• Payment – Final payment is made to the user.
 User

Travel Request
Reject

Approval
from
supervisor
Approve

Mail notification

Survey Report

Expense Report

Reject

Approval
from Travel
Admin

Approve

Finance Payment
IMPLEMENTATION
TRAVEL REQUEST
TRAVELER ELIGIBILTY CHECK
APPROVAL FROM SUPERVISOR
• TRANSACTION CODE – PR05
BUSINESS SURVEY REPORT
EXPENSE REPORT
TESTING

• UNIT TESTING
• INTEGRATION TESTING
• USER ACCEPTANCE TESTING
USER TRAINING
Employee name Department Date
Shaurya Singh HR 12/06/19
Adeela Yusuf HR 13/06/19
Nisha Aswal IT-HR 13/06/19
Rishabh Sharma IT-HR 13/06/19
Diksha IT-HR 13/06/19
Priyanka Sethi TA 13/06/19
Rajat Singh Rajput Strategy 14/06/19
USER TRAINING
Employee name Department Date
Vineet Sreedharan IT 18/06/19
Pankaj Kumar IT 15/06/19
Jayanta Kalita IT 15/06/19
Saransh Saxena IT-HR 18/06/19
Dimple HR 23/06/19
Priya Khanna HR 23/06/19
Kirtivardhan Singh Strategy 24/06/19
USER TRAINING
Employee name Department Date
Shruti Kanda IT 24/06/19
Umang Arora IT 25/06/19
Aakanksha Singh Payroll 1/07/19
Saswata Sinha IT 28/06/19
Vinay Nanda IT 28/06/19
Sunaina Semwal IT 28/06/19
Palak IT 28/06/19
USER TRAINING
Employee name Department Date
Monika Maan IT 28/06/19
Ashwani Kumar IT 28/06/19
Surbhi Singla IT 28/07/19
Natasha Uppal IT 28/06/19
Vedant Sharma IT 28/06/19
Sunaina Semwal IT 28/06/19
Vikram Singh IT 28/06/19
USER TRAINING
Employee name Department Date
Aman Mittal IT 28/06/19
Imtoz Kaur IT 28/06/19
MODIFICATIONS
DEPLOYMENT
The Travel Module has been successfully deployed to production
for HR, Strategy, IT departments.
THANK YOU