Travel Expenses Claim Workflow System Quick Reference Guide v1.0 Page 1 of 14
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 Chapter 4 - Steps to Check Claim Status 13 Page 2 of 14
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 Page 3 of 14
Step 2: Select and Upload Travel Application a) Select Claimant and related Travel Application(s) is/are shown a) Click to copy Travel Application to Travel Expense Claim Form b) Click to View Travel Application Detail if needed Page 4 of 14
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 Page 5 of 14
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 Page 6 of 14
a) Click to Add Travel Travel Expenses Claim Workflow System Quick User Claim Guide other v1.0 than Travel Related Entertainment Claim Step 5 : Add/Update Travel Claim Item b) Click to Add Travel Related Entertainment Claim c) Click for simple view if needed d) Click to edit existing travel expense claim Add Travel Claim other than Travel Related Entertainment 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 departure/return date Page 7 of 14
a) Select Event Date Travel Expenses Claim Workflow System Quick User Guide v1.0 Add Travel Related Entertainment Claim 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 Page 8 of 14
a) Click to select approver b) Input Remark for additional information c) Select staff name for circulation copy, if required d) Click Save button to save to Travel Expense Claim Form a) Select staff name for circulation copy, if required Page 9 of 14
Chapter 2 - Steps to Review Travel Expense Claim Step 1. Open Draft or Returned Claim Form for Review a) After login, click the path to open Draft/Returned Claim page or open direct via e-mail notification b) Click Claim ID# to open expenses claim Step 2. Review Draft or Returned Claim Detail a) Click the path to show workflow log b) Click appropriate button to return expenses claim to preparer or approve expenses claim Page 10 of 14
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 b) To approve all claims, click Approve All Claims button c) To approve selected claims i) tick the check box along each claim ii) click the Approve Selected Claims button d) Click Claim ID to review details Page 11 of 14
Travel Expenses Claim Workflow System Quick User a) After Guide login, v1.0 click the path to open Approval Claim page or open direct via e-mail Approve Travel Related Entertainment Claim notification b) To approve all claims, click Approve All Claims button c) To approve selected claims i) tick the check box along each claim ii) click the Approve Selected Claims button d) Click Claim ID to review details Page 12 of 14
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 c) Press Search to find d) For more options, press Advanced Search Page 13 of 14
e) Enter particular Claim ID f) Click to select date range g) Click to select Claimant h) Press Search to find i) Click Claim ID to open expenses claim Page 14 of 14