In the My Trips menu, you as an employee can request reimbursement and cash advance which have been previously set up by the Admin/super admin role.
Here are the steps.
Go to the My trips menu.
Then click “Request business trip”.
Next, you will be directed to the following page. You can fill in Trip name, Trip type, Booking option, Destination, Start date, End date, and Purpose of trip. Specify the name of the trip you will undertake. Then choose your business trip type, either Domestic or International. Next, select the Booking option which consists of Company if you want to be accommodated by the company or Self if you want to undertake this business trip with self-arranged accommodation. Then enter the trip destination.
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Next, you can specify the destination, start date, and end date of the business trip.
- Here is an example of destination choices if you select the international trip type.
- After setting the first destination, you can add other destinations by clicking “Add destination”.
- Other destination choices come from the same group, for example:
* Sumatra Group: Medan, Bukittinggi, Aceh
* West Java Group: Bandung, Cianjur
- If the first destination you choose belongs to the Sumatra group, then destinations in Bandung/Cianjur will not appear in the next choices.
- The trip date of the first destination cannot overlap with the trip date of the second destination and vice versa. For example: The trip date for the first destination is January 1-2, then the trip date chosen for the second destination must start from January 3.
- After setting the first destination, you can add other destinations by clicking “Add destination”.
- Other destination choices come from the same group, for example:
* Sumatra Group: Medan, Bukittinggi, Aceh
* West Java Group: Bandung, Cianjur
- If the first destination you choose belongs to the Sumatra group, then destinations in Bandung/Cianjur will not appear in the next choices.
- The trip date of the first destination cannot overlap with the trip date of the second destination and vice versa. For example: The trip date for the first destination is January 1-2, then the trip date chosen for the second destination must start from January 3. -
Then, click “Add transportation arrangement” to specify the desired transportation.
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Then specify the departure point, destination location, departure date, and return date.
You can add more than one transportation.
Click “Add accommodation” to specify the type of accommodation used.
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Next, specify the location as well as the check-in and check-out dates.
- You can also add preferences related to accommodation by clicking “Add note”.
- If you want to add other accommodations, click “Add accommodation”. Next, if you only want to submit a reimbursement request, then check the toggle This trip does not require cash advance. When you check this toggle, you will be redirected back to the reimbursement system.
However, if you want to request a Cash advance, you can click “+Add Expense”.
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Then, fill in the category type, category name, requested Cash advance amount, and description that corresponds to your business trip needs. All data is mandatory. Make sure all data is correct, then click “Save”.
- Category type options include:
- For multi-destination trips, if you change the first destination, then the second destination, cash advance, and accommodation will automatically follow the policy of the new destination.
- The Category name options correspond to the Category type previously created in the Policy by the Admin/Super Admin. You can only select according to the category options set by the Admin/Super Admin. Below are details of each selected category:
1. If the Admin/Super Admin previously selected the Accommodation category, then fill in Category name, Frequency limit, Amount, and Description. For Frequency limit, there are options for frequency limits calculated Per day or per day and Per transaction.
- For the Frequency limit option with the Per day category, you must fill in the Amount requested per day and the Duration or number of days of stay.
2. If the Admin/Super Admin previously selected the Transportation category, then fill in Category name, Amount, and Description. For Amount, there is a note on the transaction limit.
- If the amount exceeds the limit, the following notification will appear. You can still proceed with the request with an Amount exceeding the limit. This notification serves as a reminder that your Cash Advance request exceeds the limit.
3. If the Admin/Super Admin previously selected the Per diem category, then fill in Category name, Duration, Total amount, and Description. For Total amount, there is a note on the transaction limit per day.
- You cannot submit a Cash advance request with an amount below IDR 10,000. -
Then the following display will appear outlining your Cash advance request categories for each category specified.
You can edit the Cash advance category again by clicking the “pencil icon” below.
If you are requesting a Cash advance for an international trip type, then you can click “+Add Expense”.
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Then, fill in the category type, category name, requested Cash advance amount, and description that matches your business trip needs. All data is mandatory. Make sure all data is correct, then click “Save”.
- Category type options include:
- The Category name options correspond to the Category type previously created in the Policy by the Admin/Super Admin. You can only select according to the category options set by the Admin/Super Admin. Below are details of each selected category:
1. If the Admin/Super Admin previously selected the Per diem category, then fill in Category name, Duration, Total amount, and Description. For Total amount, there is a note on the transaction limit per day.
2. If the Admin/Super Admin previously selected the Transportation category, then fill in Category name, Amount, and Description. For Amount, there is a note on the transaction limit.
- If the amount exceeds the limit, the following notification will appear. You can still proceed with the request with an Amount exceeding the limit. This notification serves as a reminder that your Cash Advance request exceeds the limit.
3. If the Admin/Super Admin previously selected the Accommodation category, then fill in Category name, Frequency limit, Amount, and Description. For Frequency limit, there are options for frequency limits calculated Per day or per day and Per transaction.
- For the Frequency limit option with the Per day category, you must fill in the Amount requested per day and the Duration or number of days of stay.
- After adding, the Cash advance request details will appear as follows. If you select the international trip type with a policy limit in Multi currency, a Cash advance summary will appear containing the details of expenses you requested in different currencies.
- You can select the currency according to the settings specified in the Policy menu. -
If needed, you can add special requests and additional documents.
If the Super Admin adds a Custom field, there will be additional new columns under the section Additional details that need to be filled in.
For Cash advance requests on international trips, if there is no approval, the NIUM rate will be applied and disbursed in Indonesian Rupiah (IDR).
Then click “Submit”.
That is how to make a reimbursement and Cash advance request under the Business Trip policy. Next, you can learn about how to create a reimbursement and cash advance report for Business Trip.