Introduction/Purpose: 

The pre-expense claim module in Employee Self-Service (ESS) is designed to streamline and simplify the process for requesting advance expense claims within an organisation. Using this feature, users can create a pre-expense claim request and submit expense claims for approval before incurring the actual expenses. The purpose of streamlining and improving the process of submitting expense claims within an organisation By allowing users to proactively create and initiate claims before having expenses.

Process Flow:

How to Navigate: 

The navigation to a pre expense 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 Pre-Expense Request : The Pre-Expense Request is located under the expense  section. By clicking on the Pre Expense claim, it will display a previously created request with their details like expense purpose, voucher no, voucher date, exp. plan date, request amount, approved amount, claim status, retirement, 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 pre-expense request between the my request, team request, my retirement and team retirement. Team section is only accessible when the user has senior roles in the organisation.

• My Request: This filter enables the user to view pre-expenses specifically requested by themselves. By choosing this option, the user can view their own submitted expense claims requests, and user can filter their pre-expense requests based on the following categories:
  • Requested: This filter allows users to view their pre-expense claim requests that have been submitted. By selecting this option, users can easily identify and track the status of their pending pre-expense claims, ensuring transparency and visibility throughout the approval process.
  • Pending: This filter enables users to narrow down the list of Pre-expense claims 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 pre-expense claims that have been successfully approved. By selecting this option, users can easily access the details of approved pre-expense claims, including the approved amount, and proceed with the reimbursement process.
  • Declined: This filter helps users identify pre-expense claims that have been declined. By selecting this filter, users can review the reasons for the declined claims 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 pre expenses that have been requested by their team members. By selecting this option, the user can view the pre-expense 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 pre-expense requests created by the team members.
  • Pending On My Desk: The user can view all the pending team members pre-requests, which has to be approve or reject by the user.
  • Approved By Me: The user can view all the approved team members pre-expense request.
  • Declined By Me: The user can view all the declined team members pre-expense request.

• My Retirement: In this, the user can view the settlement requests of their pre-expenses, which an employee has already taken before the expense is done by the user. By selecting this option, the user can view my retirement request with these details: employee name, retirement voucher, pre exp voucher, approved amount, expense claim voucher, settlement amount, added date, status, and action. User can filter their retirement requests based on the following categories:
  • Requested: This filter allows users to view their retirement requests that have been submitted. By selecting this option, users can easily identify and track the status of their pending retirement claims, ensuring transparency and visibility throughout the approval process.
  • Pending: This filter enables users to narrow down the list of retirement claims 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 retirement claims that have been successfully approved. By selecting this option, users can easily access the details of approved retirement claims, including the approved amount, and proceed with the reimbursement process.
  • Declined: This filter helps users identify retirement claims that have been declined. By selecting this filter, users can review the reasons for the declined retirement claims and take appropriate action, such as making corrections, providing additional information, or resubmitting the claim for reconsideration.

Note: For creating a my retirement request, the user needs to create a pre-expense request, and that request has to be in approved status. If the pre-expense request is not created or approved, the user cannot create a retirement request.

Recording & Update (Retirement):

The my retirement claim requests in employee self-service typically include:

• Expense Purpose Type*: This field allows you to select the purpose or category of your expense, such as travel, accommodation, meals, etc. 

• Voucher Date: This field represents the date when the voucher or expense claim was generated or created. 

• Request Date: This field indicates the date when the expense request was submitted.

• Expense Date: This field denotes the date on which the expense was incurred or the transaction took place. 

• Expense Detail: This field allows you to provide a brief description or information about the specific expense you are claiming.

• Project / Deal No: This field is an open text field where you can enter the project or deal number associated with the expense. 

• Trans. Currency* : This field is used to specify the currency in which the expense was incurred.

• Attachment: This field allows the user to attach the document related to the my retirement

• Do Expense Retirement: This field represents an action button or checkbox that allows you to initiate the expense retirement process. By selecting or clicking this option, you indicate your intention to retire or request reimbursement for the expenses.

• Expense Breakup: This field likely refers to a breakdown of the expenses claimed or being retired. It shows an itemized list of individual expenses within the claim.

• Expense Head: This field identifies the main category or classification of the expense, such as travel, accommodation, meals, transportation, etc.

• Sub Expense Head: This field provides a further level of categorization or sub-classification within the expense head. It helps to provide more specific details about the nature of the expense.

• Description: This field allows you to provide a detailed description or explanation of the expense. It helps to provide context or additional information about the nature or purpose of the expense.

• Pre App. Amt (Pre-Approved Amount): This field displays the amount that has been pre-approved or authorized for reimbursement for the specific expense. It represents the amount agreed upon before the expense was incurred.

• Expense Amount: This field represents the actual amount being claimed or requested for reimbursement for the expense. It does not match the pre-approved amount, depending on any changes or adjustments that have occurred.

• Bill Date: This field indicates the date of the bill or invoice associated with the expense. It represents the date when the bill was issued.

• Bill No: This field allows you to enter the bill or invoice number corresponding to the expense. It helps in tracking and referencing the specific document associated with the expense.

• Attachment: This field indicates the presence of attachments or supporting documents related to the expense, such as receipts, invoices, or other relevant files. It specifies the number of attachments or provides a way to upload or link the attachments.

• Action: This field likely represents an action button or dropdown menu that allows you to perform certain actions related to the specific expense. It could include options such as editing, deleting, saving, or submitting the expense claim.

• Notes: This field allows you to add additional notes or comments related to the expense claim.

Note: “*” represents the mandatory fields to be entered by the user.

The user can perform the following actions in this section:

• Submit for approval: The user will submit the information, and it will be sent to the approval authority for approval.

Note: After approval the user can’t update the details.

• Team Retirement: In this, the user can view the settlement requests for their pre-expenses requests from their team members. It displays the expenses for which reimbursement has been processed with their details like employee name, retirement voucher, pre-exp voucher, approved amount, expense claim voucher, settlement amount, added date, status, and action. Also the user can filter the team requests based on the following categories:
  • All: The user can view all the retirement requests created by their team members.
  • Pending On My Desk: The user can view all their pending team members retirement requests, which has to be approve or reject by the user.
  • Approved By Me: The user can view all the approved team members retirement request.
  • Declined By Me: The user can view all the declined team member retirement request.

Recording & Update(Pre-Expense):

The pre-expense claim requests in employee self-service typically include:

• Expense Purpose Type* : This field allows you to select the purpose of your expense. It includes options like “Client Location Visit”, “Expense Purpose”, “Office Trip”, “Personal Expense” and so on.

• Project / Deal No: This field is used to enter the project or deal number associated with the expense. It is helpful for tracking expenses related to specific projects or deals within the organization.

• Expense Plan Date* : This field indicates the date when the user plans to spend their pre- expense money. 

• Expense Detail* : This field allows you to provide detailed information about the expense being requested. It could include specific items or services purchased, the purpose of the expense, or any other relevant details.

• Request Date* : This field indicates the date when the expense request is being submitted. It captures the date when the employee initiated the expense request.

• Trans. Currency* : In this field, you need to select the currency in which the expense is being incurred. It ensures that the expenses are recorded in the appropriate currency for accurate reporting and tracking.

• Attachments: This field allows you to attach supporting documents or receipts related to the expense request. It is common practice to include receipts, invoices, or any other relevant documentation to validate the expense.

Add Requisition Details: users can add multiple requisition rows.

• Expense Head* : This field refers to the main category or type of expense for which the request is being made. Examples include “travel,” “meals and entertainment,” “office supplies,” or “training.”

• Sub Expense Head* : This field is used to further specify the expense category selected in the Expense Head field. It allows for more detailed classification within the main expense category. 

• Description: In this field, you should provide a clear and concise explanation of the expense being requested. It should include relevant details and the purpose of the expenditure. 

• Requested Amount: This field requires you to enter the total amount of money being requested for the expense. Ensure that the amount is accurate and aligns with the expense description.

Note: “*” represents the mandatory fields to be entered by the user.

The user can perform the following actions in this section:

• Submit for approval: This option allows the user to submit the request for approval. 

Note: After approval the user can’t update the details.