Frequency Asked Questions Travel & Expense Management

Transcription

1 Frequency Asked Questions Travel & Expense Management Login & Master Data Q1. How do I login to the TEM A. User Training for Travel & Expense Management manual is uploaded in Quess Central s in Data Repository s Policies Q2. How do I make changes to my Details on the home screen of my Travel Tool? A. Contact your HRBP of your business for updating all the personal details appearing in the home page of Travel & Expense Management (TEM) Tool. Creating a Travel Request Q1. How do I book my Travel Request in the TEM A. User manual attached in the link Q2. How do I know my Cost Centre/WBS (billable Travel)? A. Travel Tool pick-ups your default Cost Centre as reflected in the Home page in Travel & Expense Management (TEM) Tool. However in-case of Travel for other businesses the same can be selected from the drop down box for Cost Centre. The Business finance team can help you in identifying the same Q3. Who is my Cost Centre Manager? A. The individual owning the P&L responsibility has been identified as the Cost Centre manager and this does not necessarily have to be your reporting Manager.

2 Q4. Is my Manager different from Cost Centre Manager? A. As mentioned earlier, may or may not be your Line Manager. Ref Q2. Q5. How do I change my Cost Centre in case of Traveling for other business? A. Select the respective division for which I am travelling to and select the Cost Centre from the drop down in the Travel Request form. Ref Q2. Q6. In case of change in Travel plan, how do I make changes in the Portal? A. In case of change in Travel Plans, Cancel your previous request on the Portal and create a new Request. Q7. What are the mandatory fields for raising the Travel Request? A. The mandatory fields to raise the Travel Request are mentioned below: Travel Purpose Division Cost Centre Code Category Domestic or International Travel WBS ( in case of Client Billable) For Travel Booking Mode Of Travel Date Of Travel Departure City Destination City For Car Rental in other City Pickup Date Pickup & Drop location Pickup Date For Accommodation City Check In & Check Out date

3 Q8. How do I save my travel details? A. As the details of Travel Booking is filled please click on insert to save the Travel details. Similarly for Car Rentals & Accommodation. Click on Insert" for confirming the updated details Q9. In case of multiple Travels, How do I add more line items for travel booking/car rental/accommodation etc.? A. Please click on the + sign in the New Travel Request. Click on this + sign for adding more lines

4 Q10. How do I Edit my Travel Plan after Submission? A. Travel Request is editable till you selected Cost Centre Manager has not approved the ticket (Stage 3). Q11. What is the approval Process for a Travel Request? A. The approval hierarchy is mentioned in all the travel request raised and below as below mentioned Travel Help Desk Review s Cost Centre Manager(CCM) approves Business Finance Partner(BFP) approves Executive Manager Approves(only for exception cases on BFP s discretion) Travel Help Desk Closes the Request. Q12. What is the Turnaround Time (TAT) from request to receiving a Travel Ticket? A. Request raised in working hours will be completed within one working day. However in case of emergencies, please contact Travel helpdesk to support the same. The request will still need to be raised through the Portal.

5 Q13. How do I know the Status of my Travel Request? A. All the raised Travel Request in the Dashboard of Travel request Screen along with the Status of the Ticket. Q14. Is this Tool linked to Travel Policy for the eligibility? A. This Tool is not linked with Travel Policy but Travel Help desk can highlight the noncompliance to the Policy by mentioning the comments/reasons for the same. However, the authority to reject or approve rests with the Cost Centre Manager. Q15. How my Travel will get approved as per the new guidelines? A. The New guidelines have below regulation: All domestic air travels needs to be booked 7 days in advance. All International travel needs to be booked by 14 days in advance. All the international travel to be of economy class for all levels irrespective of travel time Any exception to above would need approval by the head of the business (approval matrix attached).

6 Business Unit IFMG Staffing Coachieve Dependo Magna Maxeed Excelus GBG MFX Hofincons Recruitment Search APAC Styracorp Finance & Legal HR Corporate team Admin Approver Sanjiv Saklani Guruprasad Srinivasan Guruprasad Srinivasan Guruprasad Srinivasan TS Krishna Kumar J Venkat Mangesh Gawande Anurag Gupta Vikram Gulati / Kalyan Sundaram Rajeshwar Rao Sachin Vohra Marcel Parker Vijay Sivaram Vivek Arora Ranjit Nair Rajesh Sharma Subrata Nag Pratip Mazumdar Thus Employee needs to attach the mail approver along with the Travel request in the Tool. Q16. Can I make a request for the Travel Advance through the Portal? A. Yes, the Travel Tool facilitates the Employee to request for Travel Advance along with Travel Request. However, the facility is only available for the International Travel. In case of the Domestic Travel, the same can be requested for, subject to approvals by CCM and Finance. Q17. What is the process for International Travel? A. Select International Travel on the Portal, attach the relevant documents and submit the originals to the Travel Desk for processing. Passport Visa (if available) Photograph (country specific size and background) IT Returns

7 Q18. What happens in case of Travel Request Rejection? A. Request will appear in the Employee Dash board as rejected with one mailer communication for the same. The employee can edit as per the comment and resubmit the Travel Request. Q19. Downtime of Travel Portal, how will be the Travel Request will be addressed? A. For the exceptional cases if the Portal s downtime the Travel team will book the Travel on request, but employee needs to make the request once the downtime is complete. Q20. How do I know my SPOC? A. Below are the SPOC for business/locations Business Contact Name ID Entity/Location Details Amit Dokania amit.d@quesscorp.com IFMG/ Mumbai Rajesh Pednekar rajesh.pednekar@aravon.com Paramjeet paramjeet.dhanjal@aravon.com Krishna MS krishna@magna.in Magna/Hyderabad Srinivasarao Somepalli srinivasarao.somepalli@magna.in Aakash Chopra aakash.chopra@magna.in General Staffing Vaanya Bhatia vaanya.bhatia@quesscorp.com Dependo Krishna Kumar MK krishnakumar.mk@quesscorp.com Co-achieve & Search & Aniket FHS aniket@quesscorp.com Recruitment/ Chennai Aarthy N aarthy.n@ikyaglobal.com Hofincons/Chennai S Venkatesan venkatesh.s@quesscorp.com D Venkatesan venkatesh.desikan@hofincons.com Excelus Madhusudhan Parab madhusudanp@avonfms.com Maxeed Leela Prabha leela.prabha@quesscorp.com MFX India ( Including IT Saurabh Agarwal saurabh.agarwal@quesscorp.com Team in Quess House) Varun TK varun.tk@mfxinfotech.com Gurgaon & Delhi Ekta Jain ekta.jain@quesscorp.com Corporate Office for Neha Mongre neha.mongre@quesscorp.com Support Functions(HR, Finance, Legal, MSG, Marketing, Defence & Procurement) Petreshia Geolly geolly.petreshia@quesscorp.com

8 Submission of Travel Bills and Other Expenses Q1. How do submit my Travel Bills on the Portal? A. All the Travel Reimbursement Bills will be linked to a Travel Request (TR #), thus for claiming any bills related to Travel, Employee need to have Travel request in the system. The Expense Reimbursement request with the Travel ID will get the Travel details and employee can submit all the bills along with proof. Note: The employee need to submit the originals to the Finance team, even if they have attached the proof in the Expense reimbursement request in the Portal. Finance Team will settle the payment only after receiving the original bills. Q2. How do I settle my Travel Advances (if any)? A. Travel advances are only for International Travel, the details will be shared in Travel Expense Reimbursement with the total calculation. Q3. What is the time period within which the Travel bills need to be submitted (Portal and Originals?) A. Travel Bills Submissions need to be completed within 30 days of the completion of the respective Travel Request number (TR#). On the expiry of 30 days of completion of Travel, the TR ticket number will not be available on the Portal. Note: The originals need to reach Finance within 7 working days of the above submission. Q4. How do I continue to submit the Bills and close the Travel in case the Travel Request is not available on the portal due to the TAT having blocked? A. The specific TR number needs to be shared with Finance team (Payroll) to reopen the Travel Ticket for Travel Bill Submission and the request needs to be completed immediately. Q5. Is there any approval process required for the Submission? A. The request will be approved by Cost Centre Manager & Business Finance Partner.

9 Q6. What is the Turnaround Time of reimbursement after submission of these bills? A. The Payment process starts once the finance team receives the hard copies of the bill. There are 2 pay cycles for reimbursements mentioned as below: Reimbursement claims submitted from 1 st to 15 th will be reimbursed on 25 th of the same month Reimbursement claims submitted from 16 th to 30 th or 31 st will be reimbursed on 10 th of next month Q7. Do I still need to submit the physical copy of the bills? A. Yes, original bills needs to be submitted to the Finance department, the team will only process the reimbursement after they receive the original bills from the employee. Ref Q3