Introduction

Employees often incur travel expenses while performing official duties, and it is essential to have a structured process for claiming reimbursements.

uKnowva HRMS provides a seamless method for submitting travel reimbursement claims, ensuring transparency and accuracy.

The system allows employees to enter details such as travel dates, purpose, incurred expenses, and proof of expenditure.

It automatically calculates the total reimbursement amount, helping employees and HR teams manage claims efficiently without manual calculations.

This guide explains how to apply for a travel reimbursement claim in uKnowva HRMS.

Step 1: Accessing the Travel Reimbursement Page

To begin the reimbursement process, navigate to the Travel Reimbursement sub-menu under the Reimbursements menu on the side navigation panel.

Clicking this option opens the travel reimbursement page, where employees can enter their travel details and associated expenses.

Step 2: Entering Travel Details

Once you are on the travel reimbursement page, a form appears requiring essential travel information.

Employees must fill in their purpose of travel, start and end dates, department, employee ID, and project details if applicable. Their name and the manager's name will be automatically filled.

These details help HR and finance teams verify the claim's legitimacy and ensure compliance with company policies.

Step 3: Adding Daily Expense Details

Below the travel details section, employees need to enter expenses incurred on a daily basis.

The form captures individual expenses for each day, ensuring accurate calculations. Each entry requires the date, a description of the expense, and any relevant comments.

Employees must then enter the respective costs under the categories of hotels, transport, fuel, phone, per diem, and miscellaneous expenses.

The system automatically calculates the total expenditure for that day.

Step 4: Managing Expense Entries

If employees need to add expenses for another day, they can click the “+” icon next to the present at the top-right corner, which will create a new row to enter additional expenses.

If any incorrect or unnecessary entries need to be removed, click on the bin icon at the end of the row to delete that particular day's expenses.

This feature allows employees to manage multi-day travel expenses efficiently.

Step 5: Reviewing the Summary of Expenses

Below the expense entry section, a summary table provides an overview of the total calculated amount across all days.

This table lists the sum of all expenses for each category, including hotel, transport, fuel, meals, phone, per diem, and miscellaneous costs.

Employees can also enter deductions under the Less column, which will be subtracted from the payable amount for specific expense categories.

The Net Amount Payable column displays the final reimbursable amount after deductions for that category.

Step 6: Calculating the Final Payable Amount

After entering and reviewing all expenses, employees can click the Calculate button. This will compute the final net amount payable and display the Net Total Amount Payable at the bottom of the table.

This calculation ensures that all expenses, deductions, and payable amounts are accurate before submission.

Step 7: Attaching Proof of Expenses

To support the reimbursement claim, employees must attach proof of their expenses. The system allows multiple files to be uploaded, ensuring that all necessary receipts and supporting documents are included.

Click on the “+” button to add multiple attachments if needed.

Step 8: Entering Bank Details and Submitting the Claim

At the bottom of the page, employees must enter their bank details, including account holder name, bank name, IFSC code, and account number.

After reviewing all entered information for accuracy, proceed by clicking the Submit button. Once submitted, the reimbursement claim will be processed for approval.

Conclusion

That’s it!

You’ve now successfully applied for a travel reimbursement claim in uKnowva.

By following this process, you ensure that your expense claims are submitted accurately, including all necessary details, proof of expenses, and bank information for quick processing. This system simplifies reimbursement management and ensures timely payouts.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..