Payment made by Traveller to Company – Advance Local/Forex – Public

Process starts in Travelit via the Advance Local/Forex tab as displayed below

Complete the below form and click on the Add Advance button.

After approval has been received, funds can be made available to a staff member in various ways:

1. Staff member collects funds (local or foreign currency) from finance department.
2. Finance departments deposits the money into the staff members account (if local currency).
3. Staff member collects the foreign currency directly from the foreign exchange service provider or the currency is loaded onto a card.

Once the Forex order has been used to pay for an expense, the employee needs to account for this expense. This can be done via weExpense,

Click on the applicable line item, i.e. first line item as displayed below.

Within the Claim tab, click on the Add Expense button below.

Complete the below form and upload receipt. Note: Only R40 was spent at the client lunch, however R50 was received as an advance. Click on the Save Expense Claim button

Submit Claim

The Outstanding Amount

Submit for approval. Expense escalated for approval as displayed below. This R40 expense is sent for approval so that the approver can review the expense (including receipt) and if the spend is justified the approver will approve

Expense approved as displayed below

Note: After approval the status has changed from Submitted For Approval to Finance – Not Verified. The traveller physically returns the R10 to Finance. Finance will log into Expense Management and clicks on the line item as displayed below

Finance rep to click on the Funds Returned tab as displayed below. Note: The R10 outstanding amount that the traveller needs to pay back to Finance

Finance will complete the form as displayed below and will then click on the Save Payment tab

Settlement has occurred. Note: The Outstanding Amount is now R0.00 and the transaction has been fully reconciled.