The transport claim allows employees to submit transport expense claims and be reimbursed based on the distance and mileage rate. Here’s a step-by-step guide on how to submit transport claim in Expense.
Part 1: Web Browser
Step 1) Login to your Justlogin account
Step 2) Click on module and go to the
page
Step 3) Click on the tab to fill out the Transport Claim form.
Step 4) Select the Date – this should be the date the transport expense was incurred.
Step 5) Choose the Transport Type – options include Car, Motorbike, Taxi, or Bus.
Step 6) Select the applicable Category
Step 7) Select ‘Calculate Transport Using’ to choose how you want to calculate transport: either Distance or Odometer
Note: The highlighted fields must be filled in with the required details.
Step 8) Then, select the FROM location and the TO location
*IMPORTANT: You must type the location and select it from the dropdown (see screenshot below).
*Note: Distance is auto-calculated based on the selected locations. The rate is preset by your Expense Admin for Car and Motorbike, and the amount is auto-calculated. For Taxi and Bus, enter the actual amount paid as no rate is provided.
Step 9) Enter the Parking Fee and ERP - The Total Amount will be auto-calculated for you, based on the details you have entered.
Step 10) Add a Description – include relevant details about the transport expense to make it easier for the approver.
Step 11) Specify the Location – be as specific as needed.
Step 12) This ‘Add to Report’ field is important; this is where you need to associate this transport claim to the applicable Expense report
Step 13) The Attachments field is where you can upload the scanned receipts or screenshots of digital receipts. Click to attach the necessary files.
Step 14) Double-check to ensure all fields are filled correctly.
As mentioned above, the following fields are auto-calculated for you:
(6) Distance – calculated from the selected locations.
(7) Rate – auto-filled based on the mileage rate set for Car and Motorbike.
(8) Amount – calculated from distance and rate.
(11) Total Amount – auto-calculated based on Amount, Parking Fee, and ERP.
*Note: The details and amounts shown here are sample figures for this guide.
Step 15) Click the appropriate button. You should find the blue button and the green
button.
- The blue ‘Save’ button will only save this transport claim, it will not be submitted yet.
- The green ‘Save & Submit’ button, will save the claim and submit for approval.
Step 16) If the ‘Save & Submit’ button is clicked without selecting an expense report, then this ‘Add Report’ form will pop-up for you to create the report associated for this transport claim. You must fill out the necessary details and click on the ‘Save’ button to finally submit the transport claim.
Once submitted, you can find it under Expenses ➜ History tab, and the Status that you will see should be ‘Submitted’
Part 2: Mobile App
Step 1) Open the JustExpense mobile app and login using your Justlogin account
Step 2) Click on icon
If you cannot find the Transport icon, click on the More (...) icon and locate Transport Claim
Step 3) Now, in Transport Claims page, select the Type of Transportation – either Car, Motorbike, Taxi or Metro/Bus, and then select the Tracking Method, normally ‘Distance’ is being used
Once you've selected the Transportation Type and Tracking method, you'll be redirected to the next page.
Step 4) On the next page, select the applicable Category; and Date (this is the date when the transport expense was incurred)
Step 5) Select the FROM and TO location. You must manually enter the location and select it from the dropdown list.
Once you have selected both From and To location, the Total Distance is auto-calculated, the Distance Rate is automatically filled based on the Mileage Rate set by the admin
Step 6) Enter the Location, Parking Fee and Description. For the Description, provide details on what the transport expense is for.
Step 7) Scroll down, enter the ERP amount, and attach the necessary receipts or documents
Step 8) Add the report associated to this transport claim, click on the ‘Add to report’ field
Step 9) You will be redirected to this page to add the expense report, click on the add (+) icon
Step 10) Add the necessary Report details (Title, Duration From and To, Business Purpose).
See example below and then click ‘Save’.
Step 11) Once the report is created, select it to be associated with the claim that you are submitting
Step 12) Then, you will be redirected back to this page, and you can double-check the form
Step 13) Once done, click ‘Save’ to only save the Transport claim, or click ‘Save and Submit’ to submit the transport claim for approval.
Step 14) If you click on ‘Save and Submit’, please wait until the Transport claim is submitted successfully
The submitted Transport claim should be found inside Expenses.