TRAVEL AND EXPENSE

MANAGEMENT SYSTEM
Rishika Bhatia
Intern – IT-HR
UPES, Dehradun
ABOUT THE COMPANY
• Trident Group is a leading diversified group of businesses
headquartered in Ludhiana, Punjab. Trident Limited is the
flagship company of Trident Group, a USD 1 billion Indian
business conglomerate and a global player. Incorporated in
the year 1990, the company continues to grow under the
dynamic leadership of its founder chairman Mr. Rajinder
Gupta, a first generation entrepreneur.
PRODUCTS
• HOME TEXTILES - We have expanded our range with
contemporary designs, innovative constructions and new fibers,
all coming together to create the finest bed and bath collection.
• YARN - Since 1993, the company has grown by leaps and bounds.
Trident Yarn has come a long way and now possesses the largest
spinning installation at a single campus in India. Presently, Trident
has an installed capacity of 5.83 lac spindles and 6464 rotors.
• PAPER - Today, Trident is one of the preferred suppliers of high
quality paper for multi-color high speed printing and publishing
high quality branded copier paper.
PROJECT INTRODUCTION
• For as long as business has existed, travel has benefitted it in
unique ways. You might even say that it’s because of business
travel, that so many companies are able to evolve and expand
at lightning speeds.

• Here in Trident, each day employees travel from one place to

another. This system has been developed so that the manual
process of creating TA bills is replaced by the automated and
systematic way of claiming reimbursements.
OBJECTIVES
• To automate the Travel Management Process of
Trident.
- Online Travel Request/ Expense Report generation.
- Online approval of Travel Requests/ Expense Reports.
- Reduce manual handling of documents.
- Track report status at initiator and approver level.
• User Testing of the Travel module.
ISSUES IN THE MANUAL PROCESS
• Managing large numbers of documents
• Manual tracking of approval status of reports
• Duplicity of reports
FUNCTIONALITY
• Front-end portal to interact with users.
• Online creation of Travel Request.
• Declaration of company’s travel policy.
• Travel services enabled/disabled according to
employee’s eligibility.
• Automatic conversion of currencies for international
trips.
• Online approval of Travel Request by HOD.
• Approval/Rejection Mail Notification service.
• Creation of a Travel Plan.
• Generation of approval reports (Travel request)
• Online submission of Business Survey Report.
• Online creation of Expense Report.
• Approval/Rejection of Expense Report by HOD.
• Avoid duplicate submission of reports.
• Integration with Finance for reimbursement.
• Final payment and receipt generation.
TECHNICAL SCOPE
DESIGN
• The module is developed in three phases:
• Phase 1: White collar employees
• Phase 2: Marketing Team
• Phase 3: Blue collar employees
• There is a process flow for each of the above phases:
• Travel Request Approval
• Travel Plan
• Expense Report
PROCESS FLOW

• Travel Request – The user must fill the required fields in order
to get approval for his trip.
• Travel Plan – The user must plan his trip and book flights/trains
etc.
• Expense Report – The user must create an Expense report and
upload his receipts for approval by HOD as well as Finance in
order to get the final reimbursement.
• Payment – Final payment is made to the user.
 User

Travel Request
Reject

Approval from
supervisor

Approve

Mail notification

Survey Report

Expense Report

Reject

Approval
from HOD

Approve

Finance Payment
IMPLEMENTATION
TRAVEL REQUEST
BUSINESS SURVEY REPORT
EXPENSE REPORT
TESTING

• UNIT TESTING
• INTEGRATION TESTING
• USER ACCEPTANCE TESTING
USER TRAINING
Employee name Department Date
Shaurya Singh HR 12/06/19
Adeela Yusuf HR 13/06/19
Nisha Aswal (Core) IT-HR 13/06/19
Rishabh Sharma (Core) IT-HR 13/06/19
Diksha (Core) IT-HR 13/06/19
Priyanka Sethi TA 13/06/19
Rajat Singh Rajput Strategy 14/06/19
USER TRAINING
Employee name Department Date
Vineet Sreedharan IT 18/06/19
Pankaj Kumar IT 15/06/19
Jayanta Kalita IT 15/06/19
Saransh Saxena IT 18/06/19
Dimple HR 23/06/19
Priya Khanna HR 23/06/19
Kirtivardhan Singh Strategy 24/06/19
USER TRAINING
Employee name Department Date
Shruti Kanda IT 24/06/19
Umang Arora IT 25/06/19
Aakanksha Singh Payroll 1/07/19
Saswata Sinha IT 28/06/19
Vinay Nanda IT 28/06/19
Sunaina Semwal IT 28/06/19
Palak IT 28/06/19
USER TRAINING
Employee name Department Date
Monika Maan IT 28/06/19
Ashwani Kumar IT 28/06/19
Surbhi Singla IT 28/07/19
Natasha Uppal IT 28/06/19
Vedant Sharma IT 28/06/19
Sunaina Semwal IT 28/06/19
Vikram Singh IT 28/06/19
USER TRAINING

Employee name Department Date

Aman Mittal IT 28/6/19
Imtoz Kaur IT 28/6/19
MODIFICATIONS
GUEST HOUSE ACCOMMODATION
POSTING REVERSAL FROM TRAVEL MODULE
ADVANTAGES OF USING SAP
• Provides a centralized database system.
• Provides real time information of the data.
• Allows everyone to share and access the same information.
• Provides cost center integration with the system.
• Integration with different functional areas including Finance to
ensure efficiency.
KEY BENEFITS
• Simplifies the time consuming manual process of generating
Travel Request and Expense Reports.
• Cost centre based tracking of reports.
• Keep spending in check.
• Paperless process.
• Fewer errors or requests for more information.
• Clearer sharing of company’s policies and approvals.
• Generates valuable corporate travel data for decision making.
TECHNICAL REQUIREMENTS
• Software Package: SAP (ERP)
• Portal: SAP ECC 6.0 ESS/MSS
• Language: ABAP
• Operating System: IBM/AIX 6.1
• Database: Oracle 11.2.0.3.0
• Hardware: IBM/AIX RISC System/6000
DEPLOYMENT
The Travel Module has been successfully deployed to production
for HR, Strategy, IT departments.
FUTURE SCOPE
• Influence traveler behavior and manage expenses – There
are people who spend way more than required in a business
trip. Therefore, we can analyze the data collected and find
patterns in the data and advice those employees accordingly.
• Generate employee performance graphs – Employee
performance graphs can be generated according to the profit
made by them on a trip. These graphs can also help in
deciding the increment/decrement of salaries or bonus of the
employees.
THANK YOU