UM Travel

Adrenalin 5.
0
Travel Management System
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Adrenalin 5.0
Preface
Congratulations with your purchase of Adrenalin Software. Adrenalin offers a comprehensive

and powerful HR System with Modules covering the complete life cycle of an employee in
your organization. Adrenalin is available as individual modules and also as an integrated suite
for Human Resource Management.
Adrenalin is designed to provide you ease of use and easy maintenance. The software itself
is subject to continuous development, incorporating the new and growing needs of the
industry, you can rest assured that you have made an investment for the future.
This document details the steps in completing forms in addition to information on the modules
and how to access the forms.
Copyright
Copyright © 2008 Adrenalin eSystems Limited. All rights reserved. Under the copyright laws,
this manual cannot be reproduced in any form without the prior written permission of
Adrenalin eSystems Limited.
Trademarks
Microsoft Windows, Windows SharePoint Services (WSS), SQL Express, SQL Server, MS
Outlook are registered trademarks of Microsoft Corporation.
Firefox and the Firefox logos are trademarks of the Mozilla Foundation.
Redhat Linux is the trademark of Red Hat, Inc.
Disclaimer
This manual, as well as the software described in it, is furnished under license and may be
used or copied only in accordance with the terms of such license. The content of this manual
is furnished for informational use only, is subject to change without notice, and should not be
construed as a commitment by Adrenalin eSystems Limited. Adrenalin eSystems assumes no
responsibility or liability for any errors or inaccuracies that may appear in this document.
Except as permitted by such license, no part of this publication may be reproduced, stored in
a retrieval system, or transmitted, in any form or by any means, electronic, mechanical,
recording, or otherwise, without the prior written permission of Adrenalin eSystems. Any
references to company names in sample templates are for demonstration purposes only and
are not intended to refer to any actual organization.
Colors displayed in the user documentation may not match the Adrenalin HR Software screen
colors as implemented in an organization as the color theme can change from company to
company. The data shown in the screenshots are fictitious and provided for ease of
understanding.
Updated till – 5.4.0
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Table of Contents
1 About this Manual ............................................................................................................ 5

1.1 Scope and Purpose of the Document ......................................................................... 5
1.2 Organization of the Document .................................................................................... 5
1.3 Text and Visual Conventions....................................................................................... 5
1.3.1 Textual Conventions ................................................................................................ 5
1.3.2 Visual Conventions .................................................................................................. 6
2 Travel Management System ............................................................................................ 7
2.1 Introduction ................................................................................................................... 7
2.2 Process Flow ................................................................................................................. 8
2.3 Configurations & Schedulers .................................................................................... 12
2.3.1 Configurations ....................................................................................................... 12
2.4 Travel Masters ............................................................................................................. 15
2.4.1 Travel Class Master ............................................................................................... 15
2.4.2 Mode Entitlement Master....................................................................................... 17
2.4.3 Travel Carrier Master ............................................................................................. 19
2.4.4 City Grouping Master............................................................................................. 20
2.4.5 Expense Category Master ..................................................................................... 22
2.4.6 Expense Entitlement Master ................................................................................. 25
2.4.7 Travel Budget Master ............................................................................................ 27
2.4.8 Travel Purpose Master .......................................................................................... 29
2.4.9 Exchange Rate Master .......................................................................................... 30
2.5 Travel Request ............................................................................................................ 31
2.5.1 Editing a saved Travel Request ............................................................................ 40
2.5.2 Travel Request Approval ....................................................................................... 41
2.6 Travel Itinerary Change .............................................................................................. 43
2.6.1 Travel Itinerary Change Approval .......................................................................... 45
2.7 Travel Advance Request ............................................................................................ 46
2.8 Travel Advance Request Approval ........................................................................... 48
2.9 Ticket Booking ............................................................................................................ 49
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2.10 Travel Advance Disbursement .................................................................................. 51

2.11 Travel Advance Disbursement Approval ................................................................. 53
2.12 Travel Expense ........................................................................................................... 54
2.13 Travel Expense Approval ........................................................................................... 62
2.14 Travel Expense Disbursement .................................................................................. 64
2.15 Travel Document Verification .................................................................................... 65
3 Index ................................................................................................................................ 68
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1 About this Manual

1.1 Scope and Purpose of the Document
 This document, the user manual, is intended to guide the users through the
business screens, with appropriate descriptions of the steps involved and business
rules wherever applicable.
 Suitable illustrations are provided at relevant places to explain the actual steps
involved in the process/stage.
1.2 Organization of the Document

This document is organized as -
 Overview of the Module

 Referential process flow of the module
 Objective and overview of form/functionality
 Pre-requisites for working on the form/functionality
 Procedure/steps for working on the form/functionality
 Post activity steps
1.3 Text and Visual Conventions
1.3.1 Textual Conventions
Abbreviations of terms used in the document.
Abbreviation Description
HRFAC HR Facilitator
TRVFAC Travel Facilitator
FINFAC Finance Facilitator
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1.3.2 Visual Conventions
Styles: Following are few styles used in the document
Style Reference Description
Body Text This is the common style for text in the document, while writing the
general text.
Caption Caption is to provide a label to the screenshot/diagram.
List Bullet Style for bulleted list.
A Tip or suggestion on how to use the functionality
Important: The user must take care and use the functionality as
described
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2 Travel Management System

2.1 Introduction
Travel Management System is a module in Adrenalin 5.0 that facilitates a streamlined, paper-
less process to manage travel process of employees for any type of organization. This
module supports a range of travel activities including booking trips and handling of expenses
associated with travel. Other activities such as accommodation, car hire, tours and travel
insurance etc., can also be managed using this module.
Features
 Facilitates requesting either one-way or round-trip travel, and multi-destination

itineraries.
 A single request can have Travel, Hotel, Car pick-up and Insurance details for the
travel.
 Grade and Designation-wise travel entitlements can be set for travel mode and
class of travel.
 Expense entitlement can be set Grade and Designation wise.
 Department or Cost center-wise FY Budgeting and Advance/Expense apportioning
 Project and/or Cost center-wise – Multiple
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2.2 Process Flow

The workflow illustrated in the Process Flow diagram is for illustration purpose only. Workflow
refers to any approval/rejection and notification, as a part of the process. The actual workflow
may vary depending on the configuration set for your organization. Use the illustration for a
broad level understanding of the process.
Travel Macro flow
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Travel Masters
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Travel Request
Travel Itinerary Change
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Travel Request Cancellation
Travel Expense
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2.3 Configurations & Schedulers
2.3.1 Configurations
Sl.No Configuration
Configuration Name Comments
Value
This is for specifying whether to show
Department or Cost center field in Travel
Request form (if Billable option is set as
‘No’)
If this parameter is set as ‘Y’, then
Department will be available in Travel
Request. If it is set as ‘N’, then Cost Center
1 DEPARTMENTBASED N will be available in Travel Request form.
This is to specify whether the Mode
Entitlement and Expense Entitlement have
to be set grade wise or designation wise. If it
is set as ‘Y’, then Mode and Expense
Entitlements can be set based on
Designation. If it is set as ‘N’, then Mode and
Expense Entitlements can be set based on
2 DESIGNATIONBASED N Grade.
This is for specifying the currency code for
the Travel module. This currency is used as
base currency and all other currency
transaction are converted into this base
currency using exchange rate value. Specify
the country code of the currency to set it as
base currency. An unique country ID is
created for each country name in country
8A86E27BBA master. Enter that UNIQUE ID of the
3 EX_CURRENCY F84CBB country.
This is to mandate the Project in the Travel
Request. If this option is set as ‘Y’, other
parameters ‘DEPARTMENTBASED’,
‘TL_ENOFORCETYPE’ and
‘DESIGNATIONBASED’ are ignored. This
means that whatever the configuration set
for these parameters will be overridden.
If this option is set as ‘N’, then the
configuration set in the
‘TL_ENOFORCETYPE’ parameter will be
4 IS_PROJ_MAND N considered.
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Sl.No Configuration
Value
This is for setting up visibility of Object Code
and Subject Code fields in the Expense
Category Master. If it is set as ‘Y’, both the
fields will be visible in the form. If it is set as
‘N’, then these fields will not be visible in
5 ISINTEGRATION N Expense Category Master.
This is to set the Exchange rate conversion
method for travel expenses. The conversion
method using multiplication or division can
be set. If it is set as ‘Y’, then the exchange
rate is multiplied. If it is set as ‘N’, then the
6 MULTIPLY Y exchange rate is divided.
This is for extending the end date in Travel
request for round trip. The number of days
is added with the actual travel end date. For
example, if the travel end date is given as
10th Jan 2011 in the itinerary and this
parameter is set as ‘3’; in this case, the
actual end date will be considered as 13th
7 TL_ENDDATE 3 Jan 2011.
This is for specifying whether to take Project
or Cost center based on Billable option.
If it is set as ‘Y’, only Project will be taken
into consideration. If it is set as ‘N’, then both
Designation (cost center) and Department
will be available for selection in the Travel
8 TL_ENOFORCETYPE Y Request form.
This is for enabling/disabling the Excel
upload in Travel Exchange Rate and Travel
Budgetary Master forms.
If it is set as ‘Y’, then the file upload option
will be enabled in these forms. If it is set as
9 TR_EXCEL_UPLOAD N ‘N’, then it will not be visible.
This is to show/hide credit card transaction
grid in Travel Expense form.
If it is set as ‘Y’, then a link ‘Credit Card
Transactions’ is shown in the Travel
Expense form. If it is set as ‘N’, then ‘Cash
Transactions’ link appears in the Expense
10 WALLET Y form.
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Sl.No Configuration
Value
This is to specify whether past date can be
selected in From Date and To Date fields in
Travel Itinerary Details popup window.
If it is set as ‘Y’, then you can select past
date in From Date and To Date fields. If it is
IS_PAST_DTD_TRAV set as ‘N’, then past date cannot be selected
11 EL_ALLOWED Y in these fields.
This is to specify whether multiple entries
can be made with same time or not in Travel
Request.
If it is set as ‘Y’, then more than one entry
can be can be provided for the same time in
Travel Request. If it is set as ‘N’, then it is
TRAVEL_EXPENSE_ not possible to enter more than one entry for
12 VALIDATION N the same time.
This is to specify whether Travel Request is
to be auto generated or the user has to enter
it.
If it is set as ‘Y’ then system automatically
generates travel request name in the
following format.
'TR_'+EMP
ID+'_’+MONTH+'_'+YEAR+'_'+RUNNING
NO.'
If it is set as ‘N’ then system allows the user
13 DYNTRAVELNAME Y to enter travel request name.
This is to specify the Excel Folder for
14 XL_PROCESSED processed file.
This is to specify the Excel Folder for the
15 XL_UNPROCESSED unprocessed file.
This is to specify the Excel File Path of the
16 XLPATH Exchange Rate Master.
This is to specify the XML Folder for the
17 XML_PROCESSED processed file.
This is to specify the XML Folder for the
18 XML_UNPROCESSED unprocessed file.
This is to specify the XML File Path of the
19 XMLPATH corporate credit card.
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2.4 Travel Masters
2.4.1 Travel Class Master
Why should I use this form?
Use this form to define travel class for each travel mode and to set class hierarchy for each of
the class. For example, with regard to train mode of travel, ‘3 Tier’ would be the first
hierarchy, and ‘2 Tier’ would be second hierarchy and so on.
What are the Pre-requisites?
N/A.
Who can access this form?
This form shall be visible to all employees to whom the visibility is given in Setup HRMS 
Module Role Mapping/ Module Administration.
How to navigate to this form?
Workforce Administration  Travel Management  Class Master.
Figure 1 Travel Class Master
1. Choose Travel Mode. If the required Travel Mode is not available, then click the
ellipse button to add new Travel Mode. On clicking this button, the ‘Search Expert’
popup appears, as shown here.
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Search expert
This popup can be used to add new Travel Mode and to modify existing Travel Mode. It is
also used to search the existing class code too.
 Enter Travel Mode, and click [Add]. To modify existing Travel mode, click the
Travel Mode that you want to modify and make necessary changes. Click [Modify]
to change the selected Travel Mode.
2. Choose the Class Code. If the required Class Code is not available, click the ellipse
button to add new Class Code.
3. Select Hierarchy.
4. Click [Add] to add new class code.
5. To remove a class, select the class by clicking the check box and click [Remove].
6. Click [Submit] to save the details.
Post Activity
Existing Travel Mode would be available for selection in Travel Carrier Master, Mode
Entitlement Master and Travel Request.
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2.4.2 Mode Entitlement Master
Use this form to define travel mode entitlements for each designation. Travel Mode and
Class Code are attached to single/multiple designations, according to the policies of the
organization.
 Designations should be available.

 Travel Mode should be available.
Workforce Administration  Travel Management  Entitlement Master.
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Figure 2 Mode Entitlement Master
1. Enter Entitlement Code and Entitlement Description.
2. Select Designation(s)/Grade to which the Entitlement Mode will be applicable.
3. Click [Populate] to populate the selected Designations in the right section.

Click ‘Select All’
to select all the 4. If you want to remove any or all of the selected designations, select the required
available designations and click [Remove].
Designations.
5. Select the Travel Mode and Class Code that will be applicable for the selected
Designation(s).
Use the icon
to search for
6. Click [Add] to add more entitlement details for the selected Designation(s).
Designations.
7. Clicking [Remove] after selecting the check box will remove the selected row.
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9. Click [Reset] to refresh the form.
Post Activity
Existing Travel Mode Entitlement would be available for selection during Travel Request.
2.4.3 Travel Carrier Master
Use this form to define travel carrier names.
 Travel Mode should be available.

Workforce Administration  Travel Management  Travel Carrier Master.
Figure 3 Travel Carrier Master
1. Select Travel Mode. If the required Travel Mode is not available, then click the ellipse
button to add new Travel Mode.
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2. Enter Carrier Name and Carrier Description.
Post Activity
Available Travel Carrier names would be available during ticket booking.
2.4.4 City Grouping Master
Use this form to classify Countries/Cities under a Group or Cluster.
 Country and City should be available.

Workforce Administration  Travel Management  City Grouping Master.
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Figure 4 City Grouping Master
1. Enter Class Group Code/Cluster Name.
2. Enter Description for the Class Group Code/Cluster Name.
3. Select the Country to choose Cities. On selecting Country, cities mapped to that
Country are populated in ‘Available Cities’ section.
4. Select the Cities that are to be part of the Group/Cluster and click [Populate].
Selected Cities are now moved to ‘Selected Cities’ section.
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2.4.5 Expense Category Master
Use this form to create and update various expense categories. Expense categories like
Food, Accommodation, etc., Per Diems and Special approvals for expenses exceeding pre-
set limit can be managed here.
N/A
Workforce Administration  Travel Management  Expense Category Master.
Figure 5 Expense Category Master
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1. Enter the General Ledger Code (GL code).
2. Enter name of the Expense Category and Description.
3. Select the applicability of the Expense Category.
a. Domestic – the expense category is applicable only for expenses incurred

during Domestic travel.
b. International – the expense category is applicable only for expenses
incurred during International travel.
4. Select Mode. It refers to the calculation mode of the expense category.
a. Maximum – If this option is selected, then the user will be allowed to enter
value upto the maximum of value set in the entitlement master.
b. At Actuals – if this option is selected, then there is no restriction in the
amount entered by the user.
c. Automatic – if this option is selected, then the value is automatically
populated based on entitlement master.
5. Enforce Maximum Limit
a. Yes – If this option is selected, then the user will not be allowed to enter
value beyond the maximum limit.
b. No – If this option is selected, then when the user enters amount beyond the
maximum limit, system shows alert message, and it would be sent for special
approval.
This option will be enabled only if the Mode is selected as ‘Maximum’ or ‘At Actuals’.
If the Enforce Maximum Limit is set to “Yes”, then “Special Approval for
Expense” field will be disabled.
6. Special Approval for Expense – This is for setting up the special approval of
expenses. In case the amount entered by the user exceeds the limit (in case of
‘Maximum’), it would be sent for special approval.
7. Remark – If this check box is selected then a field ‘Remarks’ would be available in
Travel Expenses form, to enter remarks.
8. Credit Card Transactions – Selecting this check box indicates that Corporate Credit
Card can be used for this expense category.
9. Receipt – This is to specify if receipt is required for the expense, as a proof.
10. Calculation Period – This is to specify which period needs to be considered for
calculation.
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a. Exclusive – Based on the start date of travel transit hours will be calculated.
The expenses incurred during the transit period can be claimed.
b. Full Travel – This indicates the full travel period. This means that the
expenses incurred during the entire travel period can be claimed. For
example, you are travelling to Airport from your home which takes about an
hour. You are booking a cab for the same. You can claim the cab expenses
also.
11. Hours prior to start of travel – This is to capture the number of hours prior to the
start time of the first itinerary to compute actual start time of the tour.
12. Post end of travel – This is to capture the number of hours after the end time of the
last itinerary to compute actual end of the tour.
This option will be enabled only if the Calculation Period is selected as ‘Exclusive’.
13. Unit – This is to specify the unit of calculation in the form of Time, Hours, Days or
Tour. For example, if Laundry Expenses have to be provided to employees who is on
tour for more than 5 days, then set the unit as ‘Tour’. When this option is selected,
the ‘Tour’ tab becomes active, wherein the number of days can be entered.
a. Time – This is for setting the calculation period in time. If this option is
selected, then the ‘Time’ tab becomes active wherein the from time and the
to time can be set.
 Transaction Based – If this is selected, then the expense can be

claimed only once for a travel. For example, for a 4 days of travel, Hotel
Accommodation can be considered as an expense which can be
combined for all 4 days.
 Day Based – If this is selected, then the expense can be claimed on
daily basis. For example, food expenses. For a 4 days of travel, food
expenses can be claimed on daily basis.
b. Hours – This is for setting the calculation period in hour basis. If this option is
selected, then the ‘Hours’ tab becomes active wherein the hour range and
percentage eligibility can be set.
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c. Days – This is for setting up the calculation period in days. If this option is
selected, then the ‘Days’ tab becomes active.
d. Tour – This is for setting up the minimum tour days that is applicable for
expenses. For example, laundry expense can be claimed only if the tour is
greater than or equal to 2 days.
2.4.6 Expense Entitlement Master
Use this form to create expense entitlement for each designation. Expense Category-wise
entitlement can be set to single/multiple designations/grade, according to the policies of the
organization.
 Designation / Grade should be available.

 Expense Category should be available
Workforce Administration  Travel Management  Expense Entitlement Master.
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Figure 6 Expense Entitlement Master
1. Enter Entitlement Code and Entitlement Description.
2. Select Country Classification to which the Entitlement will be applicable.
3. Select Domestic Currency and International Currency.
4. Select Designation(s)/Grade(s) to which the Entitlement mode will be applicable.
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5. Click [Populate] to populate the selected Designations in the right section. If you
want to remove any or all of the selected designations, select the required
designations and click [Remove].
6. Select the Expense Category and enter amount in Domestic and International
fields.
7. Click [Add] to add more expense entitlement details for the selected
Designation(s).
8. Clicking [Remove] after selecting the check box will remove the selected row.
9. Click [Submit] to save the details. Click [Reset] to refresh the form.
2.4.7 Travel Budget Master
Use this form to set Department/Cost center-wise travel budgets for the specified fiscal year.
Cost Center should be available.
Workforce Administration  Travel Management  Travel Budgetary Master.
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Figure 7 Travel Budget Master
1. Select Fiscal Year.
2. Click [Add] to add Budget for a Cost Center.
3. Select the required Cost Center.
4. Enter Budgeted Amount.
5. Provisional – This is the budgeted amount of approved travel request. This column is
updated automatically upon approval of the Travel Request for the cost center.
6. Availed – This is the utilized amount of approved Travel Expense. This column is
updated automatically upon approval of the Travel Expense for the cost center.
7. Balance – This is calculated as provisional amount – Availed amount.
8. Click [Add] to add budget to more cost center for the selected fiscal year.
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2.4.8 Travel Purpose Master
Use this form to create various purposes of travel.
N/A
Workforce Administration  Travel Management  Travel Purpose Master.
Figure 8 Travel Purpose Master
1. Enter Travel Purpose and Purpose Description.
4. Export options are available in Word, PDF and Excel. Click to Export the
information’s as per the required format.
Post Activity
Travel Purpose created here will be available in Travel Request form.
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2.4.9 Exchange Rate Master
Use this form to capture the exchange rates of currencies against 1 base currency unit.
N/A
Work Administration  Travel Management  Exchange Rate Master.
Figure 9 Exchange Rate Master
1. Click [Add] to add a record.
2. Select a Currency and enter Exchange Rate per 1 Base unit.
5. Export options are available in Word, PDF and Excel. Click to Export the
information’s as per the required format.
Post Activity
Currencies maintained here would be available for selection in Travel Advance Request form.
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2.5 Travel Request

Use this form to request for Domestic/International travels. Details pertaining to a travel
request like travel details, advance details, itinerary details, passenger details,
accommodation details etc., are captured in this form.
Special approvals can be set for:
 Project – to set project based approval

 Travel Billable – to set approval based on billable option of the travel
 Travel Type – to set approval based on the travel type
 Budget Exceed – to set approval based on budget, if it exceeds the set budget.
 Mode not applicable – to set approval, if the travel mode is not applicable for the
employee.
 Mode or Budget – to set approval, if travel mode or budget is not applicable for the
employee
 Mode and Budget – to set approval, if travel mode and budget is not applicable for
the employee
 Is Class Applicable – to set approval based on travel class.
N/A
Self Service Travel Management  Travel Request.
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Figure 10 Travel Request
1. Enter Travel Purpose.
2. Enter Travel Name.
3. Travel Start Date and End date is disabled and it will be populated with the relevant
Start and End dates when the same is entered in the Itinerary details.
Note: If more than one itinerary is provided, then the start date of the travel would be
Use ‘@@’ to the lesser (earlier) date in the itinerary. The end date of the travel would be the
populate values greatest (last) end date in the itinerary.
in ‘Project’ /
‘Travelling Cost Ex: Itinerary 1 – From date 26th April 2011 To date 27th April 2011.
Center’ /
‘Category’ field. Itinerary 2 – From date 12th April 2011, to Date 16th April 2011. In this case, the travel
start date would be 12th April and travel end date would be 27th April.
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4. Choose Travel Type. If it is a local travel then choose ‘Domestic’. If it is international

travel, then choose ‘International’.
5. Choose the billable option - ‘Yes’ or ‘No’.
6. Choose the Project to which the travel costs has to be billed. This field will be
available only if the Billable field is selected as ‘Pass Through’.
7. Enter Budgeted Amount for the travel.
8. Select the Budgeted Currency for the travel.
9. Choose the Travelling Cost Center to be billed. This field is available only if the
Billable field is selected as ‘No’. Amount entered in the cost center is reflected in the
travel budgetary master and in Provisional.
10. Choose Category. Values in this field populated from the Travel Purpose Master.
Overseas Mediclaim Policy (OMP) Details Section
Fill in necessary details in this section. Note: This is mandatory if the Travel Type is
'International'
Choose the Itinerary Type.
 One Way - Itinerary is for only one way, i.e only from Source location
 Round Trip - Itinerary is for both way, i.e both Source location and Destination
location.
On Choosing the Itinerary Type, the Itinerary Details popup window appears, as shown here:
Itinerary Details
 Choose Source and Destination locations.
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 Select the Start Date and End Date.

Note: End Date would be available only if the Itinerary Type is selected as 'Round
Trip'
 Select Mode of Travel. This field shows the list of travel modes from the Travel
Carrier Master.
 Select Class Code. Based on the travel mode selected class code gets displayed.
 Select Start time and End time of the travel.
 Add – Click to save the itinerary and add another itinerary.
 Add & Close – Click to save the itinerary and close the popup window.
 Close – Click to close the popup window, without saving the itinerary details.
 Reset – Click to refresh the form.
Note: If the required Source/Destination location is not available in the respective fields, then
choose the option ‘Others’ and enter the desired Source/Destination location name.
When entered ‘Others’ in ‘Source/Destination’ another field ‘Enter Origin City’ appears where
you can enter the city name.
If the selected Class Code is not applicable for the employee, system shows an alert
message, as shown here.
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Click [OK] to proceed.
Click this icon

to edit the
record
Click this icon

to delete the
record
Entered itinerary details are shown in the form. The tour dates are pre-populated from the
itinerary - earlier start date and the latest end date.
Click Itinerary Details link to add more itinerary information.
Click Passenger Details link to add passenger information. When the mouse is moved over
this link, a popup menu appears, as shown here:
 Self - represents the logged in employee/selected employee

 Colleague - represents your colleague in the organization
 Family - represents your family members
 Guest - represents any other person for example, your client
Click Self. Logged in employee’s details gets populated from the details entered in personal
information system, as shown here:
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Passenger Details
Move the mouse over the ‘Passenger Details’ link and select ‘Colleague’.
Colleague Details
Passenger details popup window appears, with option to choose Colleague information.
Choose the colleague Name. On selecting a name, details like First Name, Last Name, etc.,
are populated. Click [Add & Close] to add the passenger details and close the popup
window.
Move the mouse over the ‘Passenger Details’ link and select ‘Family’.
Passenger details popup window appears, with option to choose Family Member information.
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Family Details
Choose a Family member. Here the details are populated from your Family Details form. On
selecting a name, details like First Name, Last Name, etc., are populated.
Click [Add & Close] to add the passenger details and close the popup window.
If this is empty, it means that you have not updated your Family Details. Please update
your Family Details (HR Foundation  Personal Data  Family Details), and raise the
Travel Request.
Move the mouse over the ‘Passenger Details’ link and select ‘Guest’.
Passenger details popup window appears, with option to choose guest information.
Guest Details
Enter First Name, Last Name, and Age of the guest. Choose Gender and provide contact
details.
Click [Add & Close] to add the passenger details and close the popup window.
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Accommodation Details
Once the passenger details are provided, ‘Accommodation Details’, ‘Car Pickup Details’, and
‘Advance Details’ links are available.
Click the Accommodation Details link to provide Accommodation details.
Accommodation Details
This popup captures accommodation details like city, duration, check-in & check-out time,
room type, etc..
Car Pick-up details
Click the Car Pick-up Details link to provide information on car pick-up.
Car Pick Up Details
This popup captures car pickup details like Pick up date and time, venue, drop at etc...
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Advance Details
Click the Advance Details link to provide Advance amount details.
Advance Details
Enter required Advance amount and choose the pay mode. Select the Currency type by
typing @@. Currency Field will be visible only for international travel.
You can request advance in multiple currencies by clicking ‘Add’ button. When you click Add
button, the entry you have made will get updated in the Travel request form, while you can
add another record in the popup window.
Note: Whenever if the Advance request is made in other than base currency, it will be
converted to base currency and will be shown in Travel expense form.
After providing necessary details, click [Add & Close].
Click [Save] to save the details. Saved request can be edited and submitted at a later point.
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2.5.1 Editing a saved Travel Request
Existing Travel Requests are shown in the grid, in the Travel Request form. Click the [+]
button to expand the grid.
Existing Travel
Requests are shown
here along with their
status
Figure 11 Editing a saved Travel Request
To edit and submit a record, select the record from the grid.
You can make necessary changes in respective sections and click [Submit] to submit the
request. On submission, it would be sent for approval.
If a Travel Request is made on a date, in which another Travel Request already exists, in that
case, system throws an alert message “Travel already Saved for the given dates”. Once the
saved request for the date is submitted it will allow to raise another travel request for that
date.
Once the saved record is submitted and again travel request is raised for the same travel date
an alert will be thrown as shown above. Click ‘OK’ to proceed and ‘Cancel’ to ignore the travel
request.
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2.5.2 Travel Request Approval
Only the approvers who have been configured in the workflow will be able to approve the
travel requests that are raised by the initiator.
To approve a Travel Request,
Key-in ‘Forms pending for your approval’ in ZOLOG search bar, and select ‘Travel Request’
from the Pending Forms List.
On selecting the form name, the list of requests that are waiting for approval will be shown as
below:
Figure 12 Forms pending for approval
Choose a record to approve. On clicking a record, the request details are shown as given
below:
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Figure 13 Travel Request Approval form
Enter Comments and click [Approve] to approve the Travel Request.
Click [Reject] to reject the Travel Request.
Click the link ‘View Pending Travel Request’ to view travel request history.
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Approved Travel Requests are available for Itinerary change or cancellation.
2.6 Travel Itinerary Change

Use this form to change travel itineraries.
Travel Request should be approved.
Self Service  Travel Management  Travel Itinerary Change.
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Figure 14 Travel Itinerary Change
All the approved Travel Requests are shown in the grid. Click on a request for which you
want to change the itinerary details.
Itinerary Details, Accommodation Details and Car Pickup details are given in individual tabs.
Make necessary changes in these tabs and click [Submit] to save the details.
Start Date – shows the Travel Date.
[Add Row] – to add new itinerary details.
[Delete Row] – to delete any itinerary record.
[Move Next] – to move the next tab.
[Submit] – to save the details.
[Reset] – to refresh the form.
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2.6.1 Travel Itinerary Change Approval
travel Itinerary change that are raised by the initiator.
To approve a Travel Itinerary Change, key-in ‘Forms pending for your approval’ in ZOLOG
search bar, and select ‘Itinerary Change’ from the Pending Forms List.
below:
Figure 15 Forms Pending for Approval
Click on the record to view details and approve.
To facilitate viewing details in different tab, system gives a thumb nail view of the information
when moving the mouse over the tab names. Please refer the below screenshot.
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2.7 Travel Advance Request

Use this form to request for advance amount against an approved Travel Request.
Approved Travel Request
Self Service  Travel Advance & Settlement  Travel Advance Request.
Figure 16 Travel Advance Request
1. Enter Name of the Advance Request.
2. Select the Travel Request against which you want to make the Travel Advance
Request. On selecting the travel request, a link ‘View Travel Details’ appears, on
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clicking which details of the selected travel request can be viewed. Refer below
screen.
 Click [Close] to close the window.
3. Choose Cost Center.
4. Enter Advance Amount.
5. Choose Currency in which you want to have the Advance amount.
6. Choose the Pay Mode.
7. If you want to request for advance in more than one currency, click the [Add
Row] button. On clicking the Add Row button, a blank row will be added in where
you can provide necessary information.
Note: Whenever if the Advance request is made in other than base currency, it
will be converted to base currency and will be shown in Travel expense form.
8. Click [Submit].
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2.8 Travel Advance Request Approval

travel advance requests that are raised by the initiator.
To approve a Travel Advance Request, key-in ‘Forms pending for your approval’ in ZOLOG
search bar, and select ‘Travel Advance Request’ from the Pending Forms List.
below:
below:
Figure 18 Travel Advance request approval
Enter Comments and click [Approve] to approve the Travel Advance Request. The approver
can modify the advance amount if required.
Click [Reject] to reject the Travel Advance Request.
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2.9 Ticket Booking

Use this form to book tickets for approved Travel Request. The role player can change the
itinerary details of the employee.
Approved Travel Request should be available.
Workforce Administration  Travel Management  Ticket Booking.
Click here to view Click here to view Frequent

Travel History Flyer Information of the
employee
Figure 19 Ticket Booking
All the approved Travel Requests are shown in the grid. Click a record to make Ticket
booking entry.
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On clicking the record, Travel Request details are populated in the form. Travel Details,
Itinerary Details, Accommodation Details and Car Pickup details are given in individual tabs.
Travel Details Tab
This tab shows the travel details like Travel Name, From date, To date, Travel Type,
Budgeted amount, Cost Center, Billable, Project, etc..
Enter Basic Fare, Airport Tax, Service Tax, and Miscellaneous amount. Net Payable is
calculated automatically and shown. This is the sum of all the above mentioned amounts.
 Basic Fare - The fare of the ticket exclusive of taxes

 Airport Tax - The airport tax charges
 Service Tax – Service charge, if any
 Miscellaneous Charges – If the ticket is cancelled, what is the charge at the time of
booking.
Enter Comments and click ‘Select’ button to upload any supporting document.
Itinerary Details tab
This tab shows the Itinerary Details of the travel. You can add/remove the Itinerary Details as
necessary.
Accommodation Details tab
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This tab facilitates providing Accommodation Details. Click [Add] to add a record.
Car Pickup Details tab
This tab facilitates providing Car Pick-up Details. Click [Add] to add a record.
After providing necessary details, click [Booked] to update the ticket booking status.
2.10 Travel Advance Disbursement

Use this form to record advance disbursement details.
Approved Travel Request with Advance
Self Service  Travel Advance & Settlement  Travel Advance Disbursement.
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Click here to view

travel request
history
Figure 20 Advance Disbursement
1. Approved Travel Requests are shown in the grid.
2. Click a record to update disbursement status. Choose date when the advance
amount has been disbursed.
3. Click [Disbursed] to indicate the advance amount has been disbursed to the
employee.
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2.11 Travel Advance Disbursement Approval

travel advance disbursement requests that are raised by the initiator.
To approve a Travel Advance Disbursement, key-in ‘Forms pending for your approval’ in
ZOLOG search bar, and select ‘Travel Disbursement Master’ from the Pending Forms List.
below:
below:
Enter Comments and click [Approve] to approve the Disbursement Approval.
Click [Reject] to reject the Disbursement Approval.
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2.12 Travel Expense

Use this form to record expenses, which were incurred during a Travel. This can be done
against an approved travel request or for an independent request.
Input Based workflow can also be set.
Note: Special approvals can be set for:
 Project – to set project based approval

 Expense Special Approval – to set approval, if the expense amount exceeds the
expense limit (category-wise).
 Total Expense Amount – to set approval, if the total expense amount exceeds the
expense limit (sum of all categories)
N/A
Self Service  Travel Advance & Settlement  Travel Expense.
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Figure 22 Travel Expense – Independent
1. Select Request Type
 If the Request Type is 'Travel Request', then all the approved Travel Requests are
shown in the 'Request Name' drop down field.
 On selecting a Travel Request, details such as Itinerary Type, Travel Start Date,
Travel End Date, Budgeted Amount, etc., are populated in the form.
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Figure 23 Travel Expense – Travel Request
 If the Request Type is 'Independent', then you will have to provide the travel
details.
2. Select Itinerary Type. On selecting this option, Itinerary Details popup window
appears, as shown here:
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Itinerary Details
Provide itinerary details as required.
Click [Add & Close] to save the itinerary details and close the popup window.
Itinerary Details are added in the Travel Expense form, as shown here:
The tour dates are pre-populated from the itinerary earlier start date and the latest end date.
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3. Enter Budgeted Amount for the Travel.
4. Choose Purpose of travel
5. Choose whether the travel is billable to the client or not.
Click the ‘Itinerary Transaction’ link to edit the itinerary details.
Expense Transaction
Click this link to provide expense transaction details. On clicking this link, the Expense
Transaction popup appears, as shown:
Figure 24 Expense Transaction
1. Trip indicates the itinerary number. In which itinerary the expense has been incurred.
2. City of Expense – Select the city of expense. This allows the user to enter the
expenses based on city of actual expense. For example, if an employee travels from
Chennai to UK, and the itinerary is Chennai-Mumbai-UK. In case if any expenses
incurred in Mumbai that can be entered using this feature
On selecting the Trip number, City of Expense (Source and Destination are
populated). When the user selects Source or Destination option, the drop down field
shows corresponding city names, which allows the user to choose appropriate City.
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If the required City is not available in the drop down, then the user can select ‘Others’
and enter name of the City and selects respective Country.
3. Category – choose the category of expense. This field is populated based on

selected city and country.
4. Date – Select the date when the expense has been incurred.
5. Payment Mode – Choose the mode of payment of the expense
 Booked by Company – company has already booked for the expense.

 Corporate Credit Card – paid through Corporate Credit Card.
 Cash – Paid by the employee.
6. Enter Claim Amount. While entering the claim amount the employee can select the
currency from the currency drop down if they wish to change the currency. The
respective currency conversion will displayed separately in the name of “Selected
currency”.
7. Select the Receipt check box, if receipt is available for the expense.
8. Enter Vendor Name and Remarks
9. Click [Add & Close] to save the expense details and close the popup window.
Expense Details are added in the Travel Expense form, as shown here:
 Actual Spent Amount – Shows the sum of Actual Claiming Amount

 Actual Claiming Amount – Shows the sum of the Actual Claiming Amount
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 Receivable Amount – Shows the sum of amount with payment mode as ‘Cash’.
Click to edit a record. Click to delete a record.
To add more expense transaction, click the link ‘Expense Transaction’.
Credit Card Transactions
Click this link to provide Corporate Credit Card transaction details.
Note: Display of this link is configurable using the ‘WALLET’ parameter in Configuration
Editor.
On clicking this link, the Credit Card Transaction popup appears, as shown:
Figure 25 Credit Card Transactions
Grid in this form shows the credit card transaction details as uploaded using Data upload
(‘TE_Credit_UPD.xls’).
Choose a record from the grid and provide necessary details in the ‘Credit Card Transactions’
section in the bottom section.
Click [Add & Close] to save the details and close the popup window.
Click [Reset] to refresh the form.
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Expense Apportioning
Click this link to apportion expenses amongst projects/cost centers. On clicking this link, the
Expense Apportioning popup appears, as shown:
Expense Apportioning
 Billable option is defaulted to Pass Through or Office, based on the selection made
during Travel Request. If it is selected as ‘Yes’, then the expenses have to be
apportioned amongst projects. If it is selected as ‘No’, then the expenses have to
be apportioned amongst cost centers.
 Select Project/Cost Center.
 Enter Apportioning percentage for the selected Project/Cost Center.
 Enter Remarks.
 Click [Add] to save the details and add another record.
 Click [Add & Close] to save the details and close the popup window.
1. Click [Browse...] to upload any supporting document.
2. Enter Comments.
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3. Click [Save] to save the details. Saved record can be viewed and edited later, and
submitted for approval.
4. Click [Submit] to submit the form for approval.
2.13 Travel Expense Approval

travel expense that is raised by the initiator.
To approve a Travel expense, key-in ‘Forms pending for your approval’ in ZOLOG search bar,
and select ‘Travel Expense’ from the Pending Forms List.
below:
below:
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In case, the initiator's claim amount exceeds his / her eligibility, that details will be shown
under separate grid "Exceeds Limit". In that section, the column 'Eligible Amount' will show
the actual eligible amount for that employee.
This will help the approver to know what the eligible amount is in the same grid.
Enter Comments and click [Approve] to approve the Travel Expense.
Click [Reject] to reject the Travel Expense.
2.14 Travel Expense Disbursement

Use this form to record travel expense disbursement details.
Travel expense should be approved
Self Service  Travel Advance & Settlement  Travel Expense Disbursement.
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Click here to view

expense history
Figure 27 Travel Expense disbursement
1. Approved Travel expenses are shown in the grid.

2. Click a record to update disbursement status. Choose date when the expense
amount has been disbursed.
3. Click [Disbursed] to indicate the expense amount has been disbursed to the
employee.
2.15 Travel Document Verification

Use this form to verify expense details and corresponding supporting documents after travel
expense is approved and acknowledge the same as verified in the system.

N/A
Workforce Administration  Travel Management  Travel Document Verification.
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Figure 28 Document Verification
Search by – This section facilitates searching records based on Employee ID, Claim No,
Approved Date, Approved by or Status. For example, if you want to search for records which
are approved on a particular date, choose the date in ‘Approved Date’ field and click [GO].
Now the form shows only those records which are approved on the selected date.
Select the check box against the record and click [Verify].
Click [Reset] to refresh the form.
Click the Claim number to view claim details.
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Click here to
view trip-wise
expense details
Figure 29 Claim details
On clicking the Trip name, trip-wise expense details are shown as given below:
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3 Index
City Grouping Master ..............................20 Travel Carrier Master ............................. 19

Exchange Rate Master ...........................30 Travel Class Master ............................... 15
Expense Category Master ......................22 Travel Document Verification ................. 65
Expense Entitlement Master ...................25 Travel Expense ...................................... 54
Mode Entitlement Master ........................17 Travel Expense Disbursement ............... 64
Ticket Booking ........................................49 Travel Itinerary Change ......................... 43
Travel Advance Disbursement ...............51 Travel Purpose Master........................... 29
Travel Advance Request ........................46 Travel Request ....................................... 31
Travel Budget Master .............................27
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Adrenalin 5.

Congratulations with your purchase of Adrenalin Software. Adrenalin offers a comprehensive

Redhat Linux is the trademark of Red Hat, Inc.

Updated till – 5.4.0

1 About this Manual ............................................................................................................ 5

2.10 Travel Advance Disbursement .................................................................................. 51

1 About this Manual

1.2 Organization of the Document

 Overview of the Module

1.3 Text and Visual Conventions

1.3.1 Textual Conventions

Abbreviations of terms used in the document.

1.3.2 Visual Conventions

Styles: Following are few styles used in the document

Style Reference Description

List Bullet Style for bulleted list.

A Tip or suggestion on how to use the functionality

2 Travel Management System

 Facilitates requesting either one-way or round-trip travel, and multi-destination

2.2 Process Flow

Travel Macro flow

Travel Itinerary Change

Travel Request Cancellation

2.3 Configurations & Schedulers

2.4 Travel Masters

2.4.1 Travel Class Master

Why should I use this form?

What are the Pre-requisites?

Who can access this form?

How to navigate to this form?

Workforce Administration  Travel Management  Class Master.

Figure 1 Travel Class Master

4. Click [Add] to add new class code.

6. Click [Submit] to save the details.

2.4.2 Mode Entitlement Master

Why should I use this form?

What are the Pre-requisites?

 Designations should be available.

How to navigate to this form?

Workforce Administration  Travel Management  Entitlement Master.

Figure 2 Mode Entitlement Master

1. Enter Entitlement Code and Entitlement Description.

2. Select Designation(s)/Grade to which the Entitlement Mode will be applicable.

3. Click [Populate] to populate the selected Designations in the right section.

8. Click [Submit] to save the details.

9. Click [Reset] to refresh the form.

2.4.3 Travel Carrier Master

Why should I use this form?

Use this form to define travel carrier names.

What are the Pre-requisites?

 Travel Mode should be available.

How to navigate to this form?

Workforce Administration  Travel Management  Travel Carrier Master.

Figure 3 Travel Carrier Master

2. Enter Carrier Name and Carrier Description.

3. Click [Submit] to save the details.

4. Click [Reset] to refresh the form.

Available Travel Carrier names would be available during ticket booking.

2.4.4 City Grouping Master

Why should I use this form?

Use this form to classify Countries/Cities under a Group or Cluster.

What are the Pre-requisites?

 Country and City should be available.