Travel and Expense HR FAQs

1. How do I configure Approver Configuration page?

   Navigate through PW Admin>>Travel & Expense>>Approver Configuration.

   Select the Transaction type and download the template.

   Fill in all the details of the employee - RO,REV ,(Additional approver, Optional Approver if any) and upload the file.

   

    

   

    

   

2. Why are the emails not reaching any Approvers even after the request/claim is submitted?

   Navigate through PW Admin>>Travel & Expense>> Approver Configuration

   Select the Transaction type and download the template

   Fill in all the details of the employee - RO,REV ,(Additional approver, Optional Approver if any) and upload the file and please check the email configuration by navigating to PW Admin >> Email Configuration >> Configure Events.

3. How do I configure Escalation and Reminder days in Travel & Expense?

   Navigate through PW Admin>>Travel & Expense>>Travel & Expense Master

   Enter the no. of days in Escalation limit and Email Alert Initiation field

   Click on Save.

   

4. Why are Escalation and Reminder emails triggering to employee?

   Navigate through PW Admin>>Email Configuration>>Configure Events

   Click on the link ‘’Configure’’ for the event type.

   Check the checkbox and click on Edit.

   In Edit Recipient details, check the configuration of ‘To’ field and select the Approver template keys

   Click on Save and Close

   Click on Save.

   

    

   

    

   

5. Why are emails triggering to old RO when the employee has moved to new department (new RO)?

   Navigate through PW Admin>>Travel & Expense>> Approver Configuration

   Select the Transaction type and download the template

   Fill in all the details of the employee - RO,REV ,(Additional approver, Optional Approver if any) and Final Approver and upload the file.

    OR

   Navigate through HR>>Employment Details>>Current Organization

   Check whether the employee is assigned with new RO, if not added add the new RO and that will automatically flow to the Approvers page.

6. Why are Claim Escalation emails not reaching the Approvers?

   Navigate through PW Admin>>Travel & Expense>>Travel & Expense Master

   Enter the no. of days in Escalation limit greater than Zero (0) as per the Organization policy and click on Save. Also please check the email configuration by navigating to PW Admin >> Email Configuration >> Configure Events.

    

   

7. Why is the Workflow in Travel & Expense skipping the Approver level?

   Navigate through PW Admin>>Travel & Expense>> Approver Configuration

   Select the Transaction type and download the template

   Fill in all the details of the employee - RO,REV ,(Additional approver, Optional Approver if any) and Final approver and upload the file.

8. Why are the emails triggering to previous Approvers even though the necessary configuration is done?

   When the old Claims for Employees are still Work in Progress, under the Approver names any configuration change done will not be reflected.

   Once the Approval Flow is completed we can do the necessary configuration changes by navigating through PW Admin>>Travel & Expense>>Approver Configuration

   Select the Transaction type and download the template

   Fill in all the details of the employee - RO,REV ,(Additional approver, Optional Approver if any) and Final approver and upload the file.

9. Why the Maximum amount is not reflecting and the Automatic multiplication is not happening?

   The configuration for Unit of Measurement was set as Actuals. Hence the amount was not reflecting and the multiplication was not happening.

   The Unit of Measurement for Accommodation Expense details should always be on Daily Basis.

   This can be done by navigating through PW Admin>>Travel & Expense>>Expense Configuration.

10. Why the automatic multiplication is not happening for the particular expense?

    The Unit of Measurement for Accomodation Expense details should always be on Daily Basis, this can be done by navigating through PW Admin >> Travel and Expense >> Expense Configuration.

11. How does Travel Priority work?

    Navigate through PW Admin>>Travel & Expense>>Travel & Expense Master

    Enter the Travel Priority (in days) field with a number.

    For example – Travel Priority has been set to 2 days. An employee submits a claim 2 days prior to the travel date, then that particular claim is taken on Priority.

    System will indicate this by bulb icon.

    

     

    

12. How can we disable the Travel & Expense Reminder and Escalation emails not reach the Approvers?

    Navigate through PW Admin>>Travel & Expense>>Travel & Expense Master

    Enter the no. of days as Zero (0) in Escalation limit and Email Alert Initiation field

    Click on Save.

13. How do I configure Cost Center?

    Navigate through PW Admin>>Nurture and Manage>Cost Center.

    Check whether the Cost Center is added.

    Next navigate through HR>>Employment Details>>Current Organization

    Update the Cost Center and click on Save.

14. How do I set the sequential level to approval based on Travel policy of my Organization?

    Navigate through PW Admin >> Travel and Expense >> Sequence Configuration, select transaction type from drop down and click on Save.

     

    

15. What are the different types of reports available in Travel and Expense Module?

    There are four different reports available for T & E module. To get the reports, navigate through HR >> Travel and Expense >> Travel and Expense Report

    1. Claim Status Report: - Gives the payment mode based on the finance Approval (Payment made via offline or Bank advice).

    2. Advance Paid but Unclaimed Report: - Employees who have taken advance amount at the time of travel Request but the same would have not claimed by the employees. Those details can be traced in this report.

    3. Travel Transaction Report: - Details with respect to the details of Travel Request and claim such as the Travel Type, Final Amount and the status of both claim and request can be generated.

    4. Travel Details Report: - Travel Detail report will give the entire details of the request as well as the claim pertaining to the travel details of all the section with the amount will be generated in the Travel detail report.

16. How to make attachments or proofs that is mandatory for Request or Claims?

    To make attachments mandatory, kindly navigate through PW Admin >> See All >> Travel & Expense, while defining any  Expense Type,  check the check box 'Attachment Mandatory'.

17. On what criteria, we can do Expense Configuration?

    System will allow you to do the Expense Configuration, based on Band, Designation and Department.

    Once you have set the Expense type as Band under PW Admin >> See All >> Travel and Expense >> Travel and Expense Master and defined the configuration in Expense Configuration, system will never allow you to make any changes.

18. Why amount is reflecting in red color when employee has applied for claim?

    If employee is trying to claim more than a maximum amount, in such cases amount will reflect in red color.

Back to Travel and Expense