Convenience for Travel Requestor

• Raise a travel request and travel claim requests from any location
• Support for selecting both domestic and international travel requests.
• Dashboard view displays status of all his requests
• Drilling down from the dashboard view shows his ticket, hotel and car booking statuses.
• The current approval status of the request is visibile from the dashboard.
• Request for advance payment is available for selective users based on the country and designation.
• Employees can update and maintain their passport details, Visa details and flight preferences through the traveller profile module.
• Requestor can scan bills and attach them as part of the claims request.
• When physical bills are required, the requestor can tag the bills with the auto-generated request number on the electronic request. The accountant uses this number to corelate the online claims request and the physical bills.

Options for Approvers

• Requests reach the inbox of approvers based on the approval process
• Based on the corporate travel policy, the approver can approve, reject or send back the request to the initiator for more clarifications.
• Approver can view the total cost of the travel request.
• Reports and charts are available to the approver for viewing reports aggregated by month, year or department.

Flexibility for IT Administrator

• Customized process for approving domestic and foreign travel.
• Approval workflow can route the requests to appropriate people based on business rules, e.g. by local, domestic or international travel or based on cost of travel.
• Option for exposing the travel booking section to external travel agents.
• Administrator has the option to edit the eligibility matrix based on changes in organizational policy.
• Customizable travel request and claim request e-forms.

Features for Travel Coordinator or Travel Desk

• The traveler profile module gives instant passport details, Visa details, Flight preference and other user specific information before making ticket, hotel and car bookings.
• Travel Desk can update the ticket, hotel and car booking details for each request.
• The travel desk dashboard has an inbox for viewing pending requests
• Unique request numbers and booking numbers are generated for tracking requests and bookings.

Accountant Dashboard

• Requests for travel advances are visible in the Inbox.
• Accountant can record the advance given in any currency
• Invoice details from travel agents can be entered against the bookings.
• All invoices can be collected department wise and mapped to bookings and claims.
• Refunds and reimbursements are tracked and managed through the form in the dashboard.
• The Accountant matches the request/claim number in the system with the ones marked in the physical bills for verification.

Alerts and notifications

• Mail alerts are sent to the Travel Desk for all booking requests.
• Mails are also generated for approved travel requests, train/flight/hotel bookings and when travel claims are approved.
• Email alerts are generated when requests are pending with the approver.
• Based on the traveller profile information, alerts are generated for visa or passport expiry and for insurance expiry.

Reports

• Option to view account head wise expense report.
• Report of total cost attributed to company for a travel.
• Report showing the invoice details of travel agents.
• Wizard driven report generator for customized report.