User Document

This Document provides guidance for all users to Upload their HRA Rebate document (Rent receipt) for tax rebate and
submit to the Accountant for further approval. After Approval the user will get a notification mail.

User can perform Actions as under:

 Create
 Edit/Save
 Submit
 Rent/Receipt Upload

Users First Screen

Here User will see a table having records in different colors. Each color defines his status in the system as:-
 Records in purple are SAP records and these records are un-editable, but can be viewed.
 Records in Green are In-transit records which are created by user himself for the period he wants to
upload the HRA rebate request. These records can be edited, user can upload rent-receipt and can
submit it to Accountant (FSO) for Approval.
 Records in Yellow are In-transit records which user had submitted to Accountant for approval. He can
only view this record until some action is performed on by Accountant. Suppose this document is
rejected by Accountant then this record will visible back on Users screen in Edit mode in Green color.
Process

1. SM will get the list of his previous entered records from SAP in the SM tab (if available).
2. He can create a case a new record from any date where he is willing to upload the rent-receipt. For this
he will have to enter:
 Rent W.E.F Date
 Monthly Rent Amount
 Upload Rent Receipt
 PAN no of the Landlord
 Name of the Landlord
 Address of the landlord
Note: - PAN card Details of a landlord are mandatory when rent is 8300 or above.
3. SM can create a request and edit the same. He can edit Rent W.E.F Date, Monthly Rent Amount, PAN
Details, Uploaded rent-receipt, Uploaded PAN card. He cannot edit the previous records coming from
SAP.
4. SM can upload/delete any no of documents against his request. Formats allowed (pdf, png, jpeg, jpg
and gif).
5. SM can submit the record to Accountant (FSO) for Approval.
6. SM can initiate only one request at a time. Only after approval of his previous request he can initiate
again for another date.
7. After submitting the request, SM can View the Records.

Note:
1. If last record from SAP is CLA – Company Lease Accommodation then user cannot create a HRA rebate request.
2. If Monthly Rent Amount is 8300 or above then only SM needs to upload landlord Details.
3. Rent W.E.F Date should not be less than Date of Joining.
4. Rent W.E.F Date should lie between current financial year.
5. Rent W.E.F Date should be greater than previous records Rent W.E.F Date and less than current date.
6. Rent WEF Date handling is based on Accommodation types (CLA, Own Accommodation or Rent):
 Own Accommodation: Rent WEF Date will >= Begin Date of previous record in SAP (current F/Y) of SM.
 CLA (Company Lease Accommodation): User cannot create the request.
 Rent Accommodation: then Rent WEF Date will > Begin Date of previous record in SAP (current F/Y) of
SM.
If there is a case of Request rejection from FSO then he will be able to see the Reason for rejection on
his Page as a note.
7. Delete option will be given to SM on In-transit record (colored in red) which is either saved with SM or
has been rejected by FSO only in case if any record will be created directly in SAP for same Rent WEF
date or above.

User Manual with screenshots

Request Creation by User (Staff Member-SM)

 Click create button

 Fill the details and press Save button.

 Table showing SAP record and newly created in transit record.

 Clicking View Link of SAP record.

 Clicking Edit Link of In transit record.

User can Save or Submit the record. From Save he can preserve his changes whereas
from Submit the request will be send to the Accountant for approval. At least one rent-receipt should be uploaded then
only submission is possible.

 Uploading document

Note: - For submitting the record to Accountant at least one rent-receipt document need to be uploaded.

 History: - Right now user is able to see the history of his in transit record only.
 After Submitting record to Accountant by clicking Submit button -


 PAN details Entered by User

 After Accountant Approves the request