Introduction/Purpose:

The Payment Request module within ESS (Employee Self-Service) serves as a streamlined platform for managing pre-expense claim requests, specifically focusing on the advanced payment option. The purpose of the payment request module is to enable employees to easily access and list their pending and approved pre-expense claims, empowering them to efficiently request advance payments.

Dependency:

• Pre-Expense Claim Request Submission: Users must initiate pre-expense claim requests through the ESS system by selecting the advance payment option when submitting their pre-expense claim requests. This indicates their intent to receive a portion of the requested reimbursement ahead of time.

Process Flow:

How to Navigate: 

The navigation to a payment request in a employee self service typically involves the following steps:

• Click on the My Info icon: The My Info icon located in the top right corner of the screen. Clicking on this icon will open the navigation menu, which typically includes links to various sections of the employee self service system.

• Click on the Payment Request : The Payment Request is located under the expense  section. By clicking on the payment request, it will display a previously created request with their details like voucher no, voucher date, pay date, amount, claim voucher, ref no., payment voucher, payment mode, payment status, status and action.

Listing:

• Help: In this section, users can view the pdf user manual for the respective module.

• Search: The user can search the  pre-expense requests based on these fields like expense purpose, voucher no, voucher date, exp. plan date, request amount, approved amount, claim status, retirement.

• Filter: The user can filter the payment request between the my request and team request. Team section is only accessible when the user has senior roles in the organisation.

• My Request: This filter enables the user to view advance payment request specifically requested by themselves. By choosing this option, the user can view their own submitted advance payment requests, and user can filter their advance payment requests based on the following categories:
  • Requested: This filter allows users to view their advance payment requests that have been submitted. By selecting this option, users can easily identify and track the status of their pending payment request, ensuring transparency and visibility throughout the approval process.
  • Pending: This filter enables users to narrow down the list of advance payment request that are currently under review by senior or the finance department. By selecting this filter, users can quickly identify which claims are still waiting for a decision.
  • Approved: This filter allows users to view advance payment request that have been successfully approved. By selecting this option, users can easily access the details of approved advance payment request, including the approved amount, and proceed with the reimbursement process.
  • Declined: This filter helps users identify payment request that have been declined. By selecting this filter, users can review the reasons for the declined advance payment request and take appropriate action, such as making corrections, providing additional information, or resubmitting the claim for reconsideration.

• Team Request: In this user to view the payment that have been requested by their team members. By selecting this option, the user can view the advance payment requests submitted by their team members. The user can accept or reject the team requests, and the user can filter the team requests based on the following categories:
  • All: It includes all the advance payment requests created by the team members.
  • Pending On My Desk: The user can view all the pending team members advance payment requests, which has to be approve or reject by the user.
  • Approved By Me: The user can view all the approved team members advance payment request.
  • Declined By Me: The user can view all the declined team members advance payment request.