Some common Errors while preparing ERS by field staff

19 November 2012

  1. Wrong ticketing details :Ticketing screen is the important screen where the date & time is very critical . Some broad illustrations of errors are as follows
  2. Round tripconcept is not followed . A round trip is complete when one returns to HQ. e.g return trip from Chitoor to Tirupathi not recorded in below screen shot . Similar for other days also.
  3. Journey dates are with gaps e.g Sept 18, 23, 26, & 29th are missing.
  4. There should be separate ERS for the periods given below . i.e. one ERS for 17 th, then for period 19th to 22 nd , 24 th to 25 th & 27 th to 30 th .

  1. An e.g of Correct ticketing is given below : Employee left Hyd on Sept 10 th & returned on 15 th after visiting various locations

  1. Ticketing : Employees are not using the correct option when they have travelled with others vehicle. They are using a drop down & showing Re 1 as fare which is incorrect .If one has not spent any money for ticketing as he has travelled with his colleague , then select “Out station – Company Car. If the employee has shared a public vehicle & paid some amount for the vehicle expense then use option “ Outstation road – Hired car shared “. In this case you can indicate the amount spend in the fare .
  1. Ticketing: Ticketing should comprise of date with start time & end time from HQ to location “B” & again date with start time & end time from laction “B” to HQ or Location “C” till return to HQ . Many are not following this process . Employees are only showing HQ to Point “b” & return as one entry.This is wrong.

  1. Flat rate :For marketing staff , If the DCR is maintained properly no need to claim per diem as per process below . Instead follow instructions in point 6
  1. DCR for flat rate for Marketing staff: Indicate the DCR no: in the appropriate field (marked red below ) in the travel summary screen . Select the check box beside DCR no: .It will automatically calculate the flat rate based on each days hours on tour . One does not have to fill the Flat rate for many days as shown above .

  1. A tour is said to be complete when an employee returns tohis HQ . For those who have been travelling & returning to HQ daily can make on a consolidated ER till there is a break in travel . For e.g if an employee is on flat rate from 10 to 16 th of a month with a break on 13 th , then he should make an ER for 10 to 12 th & another from 14 th to 16 th .The tour of 10 to 16 th should not be consolidated into one ER.
  2. We are also observing errors in selecting dates ofticketing. Pl be careful while choosing dates .
  3. If you have any doubts please get help in understanding from the ERS functional anchors .
  4. All expenses are to be claimed within 3 working days of returning to HQ .