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Employee Tour and Travel Management
The Employee Tour and Travel Management App helps manage employee travel activities. Employees can create and submit travel requests with all required details. Managers can review and approve travel requests and advances. Employees can record and submit related travel expenses after completion. All travel and expense data are tracked and linked for easy monitoring.
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Features
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Features
Travel Request Management
Employees can create travel requests with trip details such as destination, travel dates, mode of travel, and purpose. Managers can review, approve, or reject these requests efficiently.
Expense Submission and Tracking
Employees can record and submit expenses related to approved travel requests. The system automatically links expenses to the respective travel records for accurate tracking.
Manager Approval Workflow
A structured approval process enables managers to validate travel requests and expenses, ensuring compliance with company policies before reimbursement.
Travel Report Generation
The system generates detailed travel and expense reports, providing a complete overview of employee trips, approvals, and financial summaries.
Screenshot
1.) Configure Travel Management Access Rights
the configuration of access rights for the Travel Management module. Administrators can assign roles such as Travel Management: User and Travel Management: Manager to control permissions for employees and managers.
Navigation : Settings → Users & Companies → Users
2.) Assign Travel Management Access to User
Displays how to assign access rights to an employee user. The Travel Management: User role is enabled for employees to allow them to create and manage their own travel requests and expenses.
Navigation : Settings → Users & Companies → Users
3.) Travel Request
The list view of all employee travel requests. Users can view existing travel requests with details like employee name, department, project, assigned manager, and current status. The New button allows employees to create a new travel request.
Navigation : Travel Management → Travel Requests
4.) Employee Creates a Travel Request
A Normal employee user can create a new travel request. The employee fills out key travel details including type of travel, project, source and destination locations, travel dates, mode of travel, and contact information. The request starts in the Draft stage and will be sent to the manager for approval after confirmation.
Navigation : Travel Management → Travel Requests
5.) Travel Request: Other Information Tab
The "Other Information" tab of the travel request form. It allows employees to record additional details related to their travel, such as visa agent, ticket booking agent, available travel dates, bank details, and cheque information. These fields help ensure all travel logistics and financial details are properly documented.
Navigation : Travel Management → Travel Requests
6.) Advance Payment Register (Draft Stage)
the Advance Payment Register tab within a travel request while it is still in the Draft stage. Employees can record advance travel expenses such as air tickets, hotel accommodation, and meal costs. The Confirm button allows the employee to submit the request for manager review and approval.
Navigation : Travel Management → Travel Requests
7.) Travel Request Confirmed
The travel request after it has been confirmed by the employee. Once confirmed, the request moves from the Draft stage to the Confirmed stage. The confirmation locks initial edits and signals that the request is ready for manager review and approval. The Confirm Date is automatically captured in the record.
Navigation : Travel Management → Travel Requests
8.) Manager Review: Approve or Reject Travel Request
the travel request at the manager review stage. Once the employee submits the request, it is visible to the manager, who can either Approve or Reject the travel request. Approval moves the record to the Approved stage, while rejection sends it back to the employee for revision.
Navigation : Travel Management → Travel Requests
9.) Manager Approves Travel Request
The manager has approved the employee's travel request. The request status has changed to Approved, as shown in the progress bar. The system records the approval date and the approving manager's name. A Return button is also available to send the request back if corrections are needed.
Navigation : Travel Management → Travel Requests
10.) Returned Travel Request
The travel request is in the Returned stage, indicating it has been sent back for review or correction. Users can view and manage expenses related to the trip. The Create Expenses button allows generating expense entries from the request, while Reset To Draft enables editing before resubmission.
Navigation : Travel Management → Travel Requests
11.) Expenses Submitted
The travel request has moved to the Expenses Submitted stage, indicating that all related travel expenses have been created and submitted for review. The Created Expense Sheet field shows the linked expense record generated from the travel request. This stage completes the travel and expense workflow for the employee.
Navigation : Travel Management → Travel Requests → Expenses
12.) Expense Report Creation
Displays the newly created expense report linked to the travel request. It summarizes all travel-related expenses such as transportation, accommodation, and meals. The user can review and verify details before submission. The "Submit to Manager" button allows the employee to forward the report for managerial approval.
Navigation : Travel Management → Travel Requests → Expenses
13.) Expense Report Submitted
The submitted expense report linked to the travel request. After reviewing all expense details such as transportation, meals, and accommodation, the employee has submitted the report for managerial approval. The report is now in the "Submitted" stage, awaiting further action from the manager.
Navigation : Travel Management → Travel Requests → Expenses
14.) Expense Report Approval
The manager to review and approve the submitted expense report associated with the travel request. The manager can choose to approve, refuse, or reset the report to draft after verifying all expense details such as transportation, accommodation, and meal costs. Once approved, the report moves to the next stage for posting and reimbursement.
Navigation : Travel Management → Travel Requests → Expenses
15.) Submitted Expense List
Displays a list of all submitted expense entries associated with a specific travel request. Each expense shows details such as description, employee name, payment method, activity status, total amount, and submission status. Users can upload new records or create additional expense entries using the available options.
Navigation : Travel Management → Travel Requests → Expense → Expenses
16.) Travel Request Details
Displays the complete details of a specific travel request. It includes employee information, travel dates, destination, project details, travel type, and approval status. Users can print the travel request, duplicate it, or reset it to draft mode if needed. The related expense sheet and travel details are also linked for reference.
Navigation : Travel Management → Travel Requests
17.) Travel Request Report (part-1)
This report provides a detailed summary of the employee's travel request, including employee details, manager information, travel itinerary, project assignment, and approval dates. It also contains accounting and payment details along with travel-related information such as travel mode, destination, and supporting agents.
18.) Travel Request Report (part-2)
User Guide
