Employee Expense management System

Abstract:

Employee expense management system is a system which helps an organization to

maintain the details and transactions of the employees in the organization. This system
maintains a centralized database. All the personal details and the transaction details of the
employee are maintained by this system. Expense items are the basic unit component in
order to keep track of project-related costs incurred by project members while traveling,
using public transit on company time, or hosting clients for business related purposes.
Expenses can be managed either with or without Workflows. They are entered into the
system either as a single expense item. Both forms are available from the "Expenses" tab
with the current project.

Employee expense management system is an automated system. This system can

be useful the managers in any organization. Employee Expense Management System
provides the facility to define the tasks of the employee in the organization.

This system also allows the managers to give the certification for any reimbursable
expenses put up by the employee. Employee expense management system is the means
by the organization which is developed to reduce the transaction code. This system also
enables the employees to keep track of their expenses.

In this system all the control will be taken by the manager. This system stores data
related to expense vouchers for any reimbursable. This system provides all description
and detailed information of the employee. The main advantage of this system is this
creates an excel report and PDF documents based on the information in its database.
Existing System:

The existing system only provides text-based interface, which is not as user-friendly as
Graphical user Interface. By this process it is time consuming process, whenever manager to
search on particular employee expense details.

Disadvantages:

Less security in terms of data maintenance.

Takes more time to generate the report.

Proposed System:

Employee expense management system is an automated system. This system can

be useful the managers in any organization. Employee Expense Management System
provides the facility to define the tasks of the employee in the organization. This system
also allows the managers to give the certification for any reimbursable expenses put up
by the employee. The main objective of this system is to improve the database
management performance and provide easy and fast result in maintaining the employee
details. To provide high level security and to reduce the time in generating the report.

Advantages:

Centralized database is maintained so fast response will be provides.

The employee details can be maintained in a secure way

Employee Expense Management System will provide the following functionality to

the Organization
Voucher Entry :
Screen for entering expense vouchers for any reimbursable expenses borne by
the employee. A voucher should have one header and multiple lines providing
detailed information of expenses incurred along with amounts

Multi-level workflow :
 Based on the Employees department and designation, the vouchers should flow
to his supervisors for their approvals. The number of approvals required will
vary according to total amount of the voucher and approval limits set for
supervisors.

Case Management :

Every voucher should start a new process instance (case). Managers should be
able to view vouchers waiting for their approval in their Inbox by logging in to
the application. Employee should be able to track progress of his vouchers .

Draft Vouchers :

System should provide the ability to save incomplete vouchers and submit
them for approval later after completion

Rejection flow :

At any point in the workflow, managers should have the option of rejecting any
voucher stating appropriate reasons. Rejected vouchers should come back to
the Employee, who is then allowed to change details on the vouchers or
provide additional information required for the approval.

Accounts View :

Accounts department users should be able to view approved vouchers of all

employees and mark vouchers as paid. This step completes the lifecycle of the
voucher and the associated process instance.
Modules:

Administrator module:
 Administrator assigns a priority to each report that is generated. Administrator can
also access voucher related information. Admin module generates reports based on data
submitted by managers.

Manager module:

Managers should be able to view vouchers waiting for their approval in their inbox
by logging in to the application. Employee should be able to track progress of his
vouchers. At any point in the workflow, managers should have the option of rejecting any
voucher stating appropriate reasons and controls the team members access to the
vouchers assigned. Manager has the permission to generate the reports and update the
information of team members and can add new members to the project.

Employee module:

Employees department and designation, the vouchers should flow to his

supervisors for their approvals. The number of approvals required will vary according to
total amount of the voucher and approval limits set for supervisors.

Backup Admin:

Back up admin means accounts department users should be able to view approved
vouchers of all employees and mark vouchers as paid. This step completes the lifecycle
of the voucher and the associated process instance.

System specification

Hardware Requirements:

System : Pentium IV 2.4 GHz.

Hard Disk : 40 GB.
Floppy Drive : 1.44 Mb.
Monitor : 14 Colour Monitor.
Mouse : Optical Mouse.
 Ram : 512 Mb.
Software Requirements:

Operating system : Windows 7 Ultimate.

Coding Language : PHP
IDE : Net beans
Data Base : My-SQL