DRKDS HRMS Expense

Module Overview

The DRKDS HRMS Expense module provides comprehensive employee expense management including claims, advances, travel requests, and reimbursements with multi-level approval workflows.

Expense Categories Configuration

Navigate to: HRMS → Expense → Configuration → Expense Categories

Default Categories

Grade-wise Limits

Expense Claims

Submitting Expense Claim

1. Navigate to HRMS → My Expenses → New Claim
2. Click "Create"
3. Select Expense Category
4. Enter Date of Expense
5. Enter Amount (with GST if applicable)
6. Upload Receipt/Bill (mandatory)
7. Enter Description of expense
8. Select Project/Cost Center if applicable
9. Click "Submit for Approval"

Claim Workflow

Advance Management

Requesting Advance

1. Navigate to HRMS → My Expenses → Request Advance
2. Select Advance Type (Travel/General)
3. Enter Amount Required
4. Provide Purpose of advance
5. Set Expected Settlement Date
6. Link to Travel Request if applicable
7. Submit for approval

Advance Settlement

1. After travel/expense, go to Advance record
2. Click "Settle Advance"
3. Add expense claims against advance
4. System calculates balance:
   • If expenses > advance: Claim the difference
   • If advance > expenses: Return the balance
5. Submit for settlement approval

Travel Requests

Creating Travel Request

1. Navigate to HRMS → Expense → Travel Requests
2. Click "Create"
3. Enter Travel Purpose
4. Set From Date and To Date
5. Add Itinerary:
   • From City → To City
   • Mode of travel
   • Accommodation requirements
6. Enter Estimated Budget
7. Request Advance if needed
8. Submit for approval

Travel Entitlements

Approval Process

Expense Approval Levels

Approving Expenses (Manager)

1. Navigate to HRMS → Expense → My Team Expenses
2. Review expense details and receipts
3. Check policy compliance
4. Approve or Reject with comments

Daily Operations Guide

Employee Tasks

• Submit expenses within 7 days of incurrence
• Attach original receipts/bills
• Settle advances within 5 days of return
• Track claim status regularly

Finance Tasks

Case Studies

Reports