Approve Employee Travel Request Option—Exercises

Required Data

Expense Requests

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Open the Travel Request window.
  2. Create an expense request with multiple expense options.
  3. Ensure that the following expense codes, project activities and travel routes are used in the expense request.

    Expense Codes

    		 Project Activities Travel Routes
    Other Expenses Mileage Expenses Entertainment
    010 - Hotel M01 - Mileage Own Car MEAL 200 -
    030 - Other Expenses M02 - Mileage Company Car TICKETS - GERMANY

General exercise for registering travel requests for an employee.

Position Access

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Ensure that position access is defined as described below.
     
  2. EMERSON is required to be the immediate supervisor of EDDIE.
  3. DAMON is required to be assigned to position ACC (not the immediate supervisor position).

General exercise for registering travel requests for an employee.

Expense Requests Approval Configuration

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Open the Travel Request Approval Configuration window and create a new record.
  2. Enter 01 as the configuration ID in the relevant field.
  3. Save the information.
     
  4. Go to the Request Option/General Setup tab.
  5. Select the Second Supervisor option.
  6. Save the information.
     
  7. Go to the Request Option/Amount Based Setup tab.
  8. Define the following amount based setup for approval.
    Amount Greater Than Supervisor
    0 Approval Not Required
    1000 First Supervisor
    5000 Person assigned to ACC position
    10000 MIKA
  9. Go to the Travel Request Approval Configuration/Detail Approval tab.
  10. In the relevant tab assign supervisors for expense details as described in the table below.
    Expense Detail Value Supervisor
    Expense Code 010 MIKA
    Project Activity 200% MIKE
    Travel Route GERMANY ALAIN
    Code Part % RALF
  11. Save the information.

General exercise for travel request approval configuration.

Main Exercise

Purpose: The purpose of this lesson is to understand the approval process for employee expense requests.

Windows:
Travel Request
Travel Requests for Approval

Approve Expense Request Option

  1. Log on to the system as EMERSON.
  2. Go to the Travel Request window.
  3. Search or populate to find the required travel request created for EDDIE.
  4. Select the request option 01. Note that the request option is in Confirmed state. Ensure that the total amount on this expense option is larger than 5,000 and less than 10,000. That is, according to the approval configuration, EMERSON is allowed to approve the request option.
  5. Right-click and click Approve. The status of the request option will change to Pending Amount Approval.
     
  6. Log on to the system as DAMON.
  7. Go to the Travel Request window.
  8. Search or populate to find the same travel request.
  9. Select the same expense option. Note that the request option status is Pending Amount Approval. Note that according to the approval configuration, DAMON is allowed to approve the request option amount.
  10. Right-click and click Approve. The status of the request option will change to Pending Detail Approval.

Check Approval Status of Expense Details

  1. Go to the Travel Request window.
  2. Search or populate to find the required travel request.
  3. Select the request option 01.
  4. Go to the Expenses tab.
  5. Select the first record registered for expense code 010 (in Confirmed state).
  6. Right-click and click Approval Details to open the Approval Details window. You can see the persons assigned to perform the approval.
  7. Close the dialog window.

Approve Expense Details

  1. Log on to the system as MIKA.
  2. Go to the Travel Requests for Approval window and populate.
  3. The expense details from all travel requests which should be approved by you will be listed.
  4. Select the expense details from the relevant expense request, right-click and click Approve.