Raymond - Travel Portal - User Manual - Travel Portal - User Manual.pdfRaymond Lifestyle –...

Raymond Lifestyle – Employee

USER MANUAL

Employee Portal

For Raymond Lifestyle

Version 1.0


Contents

1. Introduction ..................................................................................................................................... 3

2. Login ................................................................................................................................................ 4

3. Domestic Travel Request Workflow ..................................................................................................... 5

4. Domestic Travel request creation in 5 Simple & Easy steps ............................................................... 6

5. International Travel Request Workflow .............................................................................................. 11

6. International Travel request creation in 7 Simple & Easy steps ........................................................... 12

7. Travel Request – Other points for user reference ............................................................................... 17

8. Travel Request Cancellation (Domestic & International) ..................................................................... 20

9. User Dashboard ................................................................................................................................. 22


1. Introduction

About the manual

The objective of this manual is to help the employees of Raymond Lifestyle group to operate

the “Raymond Lifestyle – Employee Portal” that includes creation and management of the

employee travel plan. It elaborates the necessary steps to be followed.


2. Login

Step to login

STEP 1:- Start Browser.

STEP 2:- In address bar type web URL of application.

https://etrs.raymond.in

STEP 3:-Login

a. If you are accessing the above link within the Raymond network (i.e. from office) then system

will automatically log you in. If you are not automatically logged in, please follow step (b).

b. If you are accessing the above link over the internet (i.e. outside office, cyber café, etc.) then use

your windows login id and password in below screen to login.

E.g. If your windows login id is “Raymond\rameshkumar” use login as “rameshkumar” and password is

same your windows login password.

Note:

1. This link will only work on desktop/laptop i.e. it is not compatible with smart phones.

2. Kindly ensure you have the latest browser i.e. IE 9 and above, Chrome and Mozilla Firefox latest

version.

3. In case you have any technical difficulty while accessing the application (like link not accessible,

unable to login, etc.), please contact your IT team for assistance.


3. Domestic Travel Request Workflow

Note:

1. RM = Reporting Manager of User


4. Domestic Travel request creation in 5 Simple & Easy steps

STEP 1:- Once the user Logins, On Home Page, click on “E-Travel System” tab.

STEP 2:- Click on “New Travel Request” & select “Domestic Travel Request” option.

STEP 3:- Fill the required information like Journey type, Mode, From & To Place, Travel date,

Estimated time of Departure (ETD), Class, Preference and Booking type.

A:- Under “Journey Type”, User will have following options to select:

1. One-way Journey

2. Return Journey

3. Multi-city Journey

In case you are going to more than one city please select the “Multi-City” journey type and fill

all the line items. Blank rows should be deleted.


B:- Under “Mode”, User will have following options to select:

1. Air

2. Rail

3. Road.

If user selects “Train” as travel mode in any line item then “Photo Identification Details” field is

activated. User is required to fill the details and attach Photo ID as a one-time activity.

In subsequent travel requests, the last updated photo identification details will be

automatically reflected.

C:- Select “From Place”, “To Place”, “Travel Date” and “Estimated Time of Departure (ETD)” as

per your requirement.

Note: If user selects “Air” as travel mode and the “Travel Date” is less than 5 day from the

current date, then the request will be considered as an exception & intimation will go to HR.


Note: For same day travel, ETD must be greater than 5 hours from current time. The system will

not let the user to put any input if above condition is not adhered to.

D:- Under “Class”, User will have following options to select:

� Economy by default if mode is “Air”.

� First AC, Second Ac, Third AC or Sleeper if mode is “Train”

If user selects the “Class “which is not as per user eligibility in Policy, then request will be

considered as a Exception & will go intimation to HR.

E:- Air / Train Preference:

Under this, User can provide his / her Air or Train preference which is justified / reasonable.

Eg: Book me on Flight no. XXXX as travelling with CFO.

Book me in overnight train only.

F:- Booking Type:

Select “Company” if user wants travel desk to book the tickets.

Select “Self” if user wants to book by himself.

Note: For “Air” it is by default Company, since as per Policy Air tickets should be booked

through Travel desk only.


STEP 4:- In case of advance required, click on “Yes” tab and fill the amount of advance required.

In case of no advance required, click on “No” tab.

Note: Only “Deputy General Manager and below” users are eligible for advance.

Note: As per Policy, you are eligible to take (Maximum per day limit for advance * no. of days)

advance amount.

STEP 5:- Tick the Declaration option and click on “Send for Approval “/“Submit” button to send

the request for further action.

Post successful submission of your Travel Request, user will get any of the below screen:

Screen Shot 1:

Screen Shot 2:

Post Submission:


Points to note:

1. If there are any Policy Exceptions – intimation mail will be sent to HR.

2. If user is “Manager & below”, request will flow to RM for approval.

3. If user is “Senior Manager & Above”, then no approval required from RM. However

intimation mail will go to RM.

Refer “Domestic Travel Request” workflow diagram above for better understanding of

point 1 to 3.

4. User request for ticket will automatically flow to our Travel Desk partner (International

Travel House - ITH). Travel desk will book the cheapest ticket for the ETD requested

unless there are any reasonable preferences made by User.

5. User can anytime view the status of their travel request by going to E-Travel dashboard

or by opening link “Status -> My Travel Requests”.


5. International Travel Request Workflow

Note:

1. BU Head = Business Unit Head


6. International Travel request creation in 7 Simple & Easy steps

STEP 1:- Once the user Logins, on Home Page, click on “E-Travel” tab.

STEP 2:- Click on “New Travel Request” & select “International Travel Request” option.

Click on “Continue” button to proceed.


STEP 3:- Fill the required information like Journey type, Mode, From & To Place, Travel date,

Estimated time of Departure (ETD), Class.

A:- Under “Journey Type” , select the option

User will have following options to select –

1. One-way Journey

2. Return Journey

3. Multi-city Journey

In case you are going to more than one city please select the “Multi-City” journey type and fill

all the line items. Blank rows should be deleted.

B:- Under “Mode”, User will have following options to select:

1. Air

2. Rail

C:- Select “Place From”, “Place To”, “Travel Date” and “Estimated Time of Departure (ETD)” as

per your requirement.

Note: If user selects the “Travel Date” which is less than 15 days from the current date, then

the request will be considered as an Exception & intimation will go to HR.


Note: For user convenience, type the city name under “Place From” or “Place To”, system will

automatically show you the available options (see screenshot below). Select/click the required

city from the available list. Country will be automatically populated.

D:- Under “Class”, User will have following options to select:

� Economy if mode is “Air”.

� First AC or Second Ac if mode is “Train”

STEP 4:- Fill Passport details.

User is required to fill the details and attach Passport copy as a one-time activity.

Note: In subsequent travel requests, the last updated passport details will be automatically

reflected.

STEP 5:- In case of advance required then click on “Yes” button.

A: Loadging & Boarding Expense

System will automatically display your total eligibility (in USD equivalent) as per Policy.


User can select his/her currency preference as per dropdown list. Minimum “one” currency

selection and maximum of “two” currency selection is allowed.

Please refer below case & screenshot for easy understanding.

Case: The total eligibility of the User is 1,000 USD (USD 250 per night x 4 nights) of which the

user wants 400 USD and balance in EURO. User must follow below steps:

c. Select “USD - US Dollar” under Currency Preference 1 and enter amount 400

d. Select “EURO – Euro” under Currency Preference 2 and system will automatically

determine the balance amount (Equivalent to USD)

B: Other Expense

Click on add button, if the user needs currency over & above his eligibility as per Policy. The

user can select expense type from available dropdown list.

Note: If user opts for “Other expenses” it will be treated as an Exception for BU Head to

approve. Also, Other expenses can be availed only in preferred currency as selected above by

user.

STEP 6:- Travel Insurance, VISA and SIM card:

User need to select the required option.


STEP 7:- Tick the Declaration option and click on “Send for Approval “button to send the request

for further approval.

Post successful submission of your Travel Request, user will get the below screen:

Post Submission:

Points to note:

1. If there are any Exceptions – intimation will go to HR.

2. Request will have the following approval flow:

User => BU Head => CEO

Refer “International Travel Request” workflow diagram above for better understanding

of point 1 and 2.

3. An intimation mail will be sent to the Reporting Manager of the User.

4. User can anytime view the status of their travel request by going to E-Travel dashboard

or by opening link “Status -> My Travel Requests”.


7. Travel Request – Other points for user reference

Point 1:- Save as Draft:

Click on “Save as Draft “ at anytime during request creation to save record as draft in case you

want to submit it later. User can access the saved draft under E-Travel dashboard “Save as

Draft” tab.

Point 2:- Edit Draft Request:

Open you draft request as per step 1 and click on “Edit “button to edit the record.

Point 3:- Copy Request:

A. For user convenience, use the “Copy button’ to copy previously submitted travel

request.

B. Select the request which you wish to copy


Details like Itinerary Details, Estimated Expenses, photo identification, etc. will be pre-

filled as per the selected request.

Point 4:- Print Travel Request

Click on “Print” button to print the request if required.

Additional Info:-Click on “Properties” tab to view properties like request creation date,

modification date, etc.

Click on “Workflow Log” tab to view workflow log like when the request was submitted, who

has approved the request, etc.


Point 5 – Know your Admin SPOC (Single Point of Contact):

User can check his / her Admin SPOC under “My Account” details. Besides that, User can also check his /

her personal details like: Employee Code, Name, Designation, Department, Email ID, RM.


8. Travel Request Cancellation (Domestic & International)

STEP 1:- Go to Status => My Travel Requests

STEP 2:- Select/Click the required request which user wishes to cancel

STEP 3:- Click on “Cancel “button to cancel request.


STEP 4:- Select the line item, enter comments & click on “Submit” button to cancel the request.

Note:

1. In Domestic Travel request user can do partial/full cancellation.

2. In International Travel Plan request user can only do full cancellation.

Post Action:

1. For Domestic travel request cancellation, intimation will go to RM, Travel Desk and

Finance (If advance availed).

2. For International travel request cancellation, intimation will go to RM, BU Head, Travel

Desk and Finance (If advance availed).


9. User Dashboard

Open “Forms Submitted & in Process” tab to view you submitted & in process requests.

Open “Save as Draft” tab to view draft requests.

Open “Status” menu to search request like

- My Team Travel Requests

- My Travel Requests


- Travel Requests processed by me

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