Travel Allowance Configuration

The Travel Allowance configuration in the e-Claim module is designed to manage travel-related expenses, ensuring that allowances for different travel scenarios are accurately recorded and applied. This configuration supports organizational policies on travel reimbursements and enables claimants to submit claims within predefined limits.

Importance of Travel Allowance Configuration in the E-Claim Module

• Standardization: Ensures all travel reimbursements are consistent and adhere to organizational policies.

• Accuracy: Reduces errors by defining clear limits and criteria for travel claims.

• Compliance: Aligns travel allowances with corporate and regulatory standards.

• Efficiency: Simplifies the claim submission process by providing predefined options for claimants.

Example Use Case

Scenario: An employee travels to a regional office in an ASEAN country for a three-day business trip.

1. The system administrator configures the "Overseas Allowance - ASEAN Countries" with a breakdown of $20 for breakfast, $20 for lunch, $40 for dinner, and $20 for inconvenience, totaling $100 per day.

2. The employee submits a claim under the predefined "Overseas Allowance" category.

3. The system validates the claim against the configured allowance, ensuring the total does not exceed $300 for the three-day trip.

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Overview of Travel Allowance

The Travel Allowance configuration ensures that all travel-related reimbursements are standardized across the organization. By managing these settings, system administrators can:

• Define specific allowances for outstation and overseas travel.

• Set claim limits based on regions or destinations.

• Ensure compliance with organizational travel policies.

Key Features

1. Main Details

   • Purpose: Define the attributes and limits for travel allowances.

   • Fields:

     • Destination: The location or region for the allowance (e.g., "Asian Countries").

     • Claim Item: The specific travel item (e.g., "Overseas Allowance").

     • Approval Workflow: Determines whether the claim is chargeable or non-chargeable.

     • Allowance Breakdown: Includes detailed fields for Breakfast, Lunch, Dinner, Inconvenience, and Total Amount.

     • Description: Additional notes or details about the allowance.

   • Importance: Provides clarity and ensures claims align with travel policies.

   • Example: Setting an allowance for "Outstation Allowance" with a limit of $100 per day.

2. System Configuration

   • Purpose: Standardize travel allowances for the organization.

   • Functionality:

     • System administrators create, edit, or delete travel allowances.

     • Changes are reflected across all claim submissions.

   • Importance: Maintains consistency and accuracy in travel-related claims.

   • Example: Configuring separate allowances for "ASEAN Countries" and "Non-ASEAN Countries."

Managing Duplicated Allowances

You may notice multiple entries for similar travel allowances. These represent distinct travel claim items for different entities, such as:

• Outstation Allowance

• Overseas Allowance - ASEAN Countries (excluding Singapore)

• Overseas Allowance - Singapore and Non-ASEAN Countries

Each duplicated allowance corresponds to one of 11 entities, ensuring tailored configurations for specific organizational needs. This structure avoids conflicts and provides flexibility for entity-specific travel policies.

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Edit an Existing Travel Allowance

• Search for the travel allowance in the listing.

• Click on the entry to access its details.

• Make necessary updates, such as modifying the destination or allowance amounts.

• Click Update to save the changes.

This configuration streamlines the reimbursement process, ensures compliance with travel policies, and enhances employee satisfaction by providing clear guidelines.

The next section will cover Claim Cut-Off Logic settings, explaining how to define claim submission deadlines and ensure timely processing.