TABLE OF CONTENTS


Travel Expense Explained

Travel expense is an option in Aerchain that allows people to request and get reimbursements for their travel expenses while on duty for the company. The reimbursement should be within their allowed per-month limits and the admins set the limits.


How to Raise a Travel Expense Request

In raising a travel expense, there are two steps involved, pre-travel and post-travel. It is mandatory to raise an expense request pre-travel. If not raised they will not be able to avail the expense.


The Pre-Travel Expense Request

Follow the steps to raise a travel expense request on Aerchain.


  1. Login to Aerchain.
  2. Click the Modules icon.
  3. Click the Travel Expense under the Expenses module.
    ✔️ The Travel Expense listing page opens.
  4. Click the + New button.
    ✔️ The Travel expense form opens.
  5. Fill in the details.
  6. Click the Submit button.


You have successfully raised a travel expense request.


Fields Explained

The fields on the creation page are explained in the table below.


FieldExplanation
TRIP NAMEThe name of the trip.
TRAVEL PURPOSEThe purpose of this trip.
TRAVEL SPANThe start and end date of the travel.
TRAVEL TYPEChoose between Domestic and International.
IS VISA REQUIREDIs a VISA required for this trip?
IS RESERVATION REQUIREDChoose whether any pre-reservations are required for this trip.
EMPLOYEE REFERENCEThe Reference number/code of the employee.
DESIGNATIONThe designation of the employee who raises the request.
NARRATIONBrief narration/explanation about the trip.
ATTACHMENTSUse the Upload button to upload the necessary files.
CancelCancel button to cancel the request.
SaveSave button to save this as a draft.
SubmitSubmit button to submit the claim.


The Post-Travel Expense Request

When the trip is approved and the tip starts according to the provided start date, the Trip started status is added along with the existing approved status.


How to add expense claims:


  1. Click on the +Add Expense link.
  2. The New Travel Expense overlay opens.
  3. Fill in the values.
  4. Click the Submit button.
  5. OPTIONAL: Click the Save button to save it as a draft.
  6. Type and select the Approvers.
  7. Click the Submit button.
  8. OPTIONAL: Click the Discard button to discard.


You have successfully submitted your claim.


Fields Explained

The fields on the expense submission page are explained in the tables below.


FieldsExplanation
The company under which this expense is requested to be claimed.
The allowed currency on the transaction.
A click on the cogwheel icon will open the Currencies pop-up. It has the conversion rates to the base currency in the system.


The expense template will mostly have custom fields as per each company's requirements. Some of the common fields are explained below.


FieldExplanation
Trip TypeChoose between.
  • One way trip
  • Round trip.
Claimed AmountClaimed amount.
DestinationThe destination of this trip.
Departure Date    
The official date of departure should be as per the tickets.
Return DateThe official date of return should be as per the tickets.
The Actions icons:
  • The upload icon to upload any relevant files.
  • The link icon to view the uploaded files if any.
  • The delete button to remove the item from the claim list.


Please feel free to reach out to support@aerchain.io should you have any questions or feedback.