EMPLOYEE REIMBURSEMENT SYSTEM

1. Introduction
1.1 Overview

Employee Reimbursement System is a web application useful for an organization where

in the employees will add the bills need to be reimburse by the organization , so that once the
bills which need to be reimburse will be pass through the higher officials or authorities of the
organization. That means when an employee of an organization submits the bill, this bill need
to be approved by the higher officials of the organization than only the money will be
reimbursed. First the manager will approved the bill than the director of the organization will
approve the bill. Once higher authorities approved it, accountant will pay the employee
reimbursement.

1.2 Purpose

The purpose of our project Employee Reimbursement system is to provide an

interface using which the reimbursement relating to employee of an organization
can be done in an easier and in convenient way. Also higher authorities of an
organization can view the bills inserted by the employees of an organization, and
can accept or reject the bills for reimbursement.

1.3 Scope

The ERS is an application for any organization, this application is very use full to
reimbursement the Bills (Hotel, travel, relocation, etc…) for the employees, and it will reduce
the time delay and avoid the complexity for the Organizations .with this Application it is very
easy to claim the Reimbursement amount from the organizations.

This application will be with in an organization, where in the employees will sent the
request for money reimbursement and the higher official will decide to reimburse or not.
1.4 Goals:

The main objective of the project is to best utilize the reimbursement the amount for the
Employees in an organization in the easy manner, the users involved in the uploading the recipes
for a specific expenses for the sake of companies and the top level employs are retrieve the
reports
1.1 Organization Profile
Max technologies, is an emerging IT services and HR consultancy firm located in Tirupur
& Erode. Max Technologies was established in the year 2009. The director of this organization
comes with vast and wide experience from the software as asll as hardware. Max Technologies
provides software development, recruitment, HR management, sales, support and IT enabled
services. Max Technologies Is having a decade of in depth knowledge of developing software
and which aids in developing the job specification and in analyzing the technical competencies
required for software professionals.
Max Technologies are having a dedicated team of asll qualified professionals who
understand the client needs and they focusing on providing recruitment services across are levels.
Max Technologies maintain a good relationship with the customers and provides better
services to them. Max Technologies is to give quality services in the better and suitable
environment so as to satisfy the customer needs and also to shine them in the competitive field.
1.1 SYSTEM SPECIFICATION

1.1.1 HARDWARE SPECIFICATION:

 Processor: P 4 700 GHz.
 RAM : 256MB RAM
 Hard Disk Drive : 40 GB HDD
 Keyboard : 104 keys
 Mouse : Logitech Mouse
 Monitor : 15” digital color monitor
 Display Type : VGA

1.1.2 SOFTWARE SPECIFICATION

 Operating System : Windows XP
 Front End : ASP .net
 Backend : SQL server 2005
2. System Analysis and Description

2.1. Existing System

In the existing system i.e.., practically if we talk the process of reimbursement is almost
a manual process in any organization. In this process an employee looking for reimbursement
here fills a form and writes down the description for which he needs a reimbursement and how
much? After few days he is given the reimbursement money after the process of the checking the
description of the employee is completed. So we all can see clearly that only the information of
the employee and the amount of reimbursement is only entered in the computer rest of the
process is completely manual one.

2.2 Proposed system:

We are trying to propose a system which overcomes all such disadvantages which has
been mentioned in the above existing system by automating the whole process. What exactly we
are trying to do is, we will be automating the whole process into a web application where we
shall be having the login facilities for all the employees depending on their designations and we
will also have another kind of user who actually maintains the site by updating this information
of each and every employee.

2.2.1 Features of our project (Advantages)

 Can be applied to any real time organization.

 Reduce the time
 Reduces the manual work load.
 Exchange of Reports information is very easy through this.\
 2.4 Modules

2.4.1 Admin Module

Once employee registers in our application , this details will be passed to admin, who
will go through the employee details and can accept or reject the registration, if admin accepts
the registration than user can login or can use our application if not user are not allowed to use
our application.

2.4.2 Employee Module:

The employee module plays a very vital role. This module can be used to submit
the expenses like travelling, hotel, relocation and so on.

Employee module features:

1) Login: User login into the system with his user name and password, if he is a valid user
then he is navigate to the Home page.
2) User applies the reimbursement amount for his various expenses for the sake of company
in the home page.
3) He can check the expenses status whether it may credited or rejected.

2.4.3 Manager Module:

This module can be used to decide about a particular employee Expenses, to

accept or reject the expenses. If manager rejects the particular expenses then he send a mail to
the particular employee why he is not approving the particular expenses.

Manager module features:

1) All the details of the Employees Expenses will came to the manger for approving or
rejecting.
 2) Expenses may be approved or rejected after the keen observation of the attached recites.
3) manager wrote some comments if that expenses is rejected ,why he is rejecting that
expenses,
Once he accepted that expenses. He forward that to his top level authorities.

2.4.4 Director Module:

This module can be used to accept and forward the particular expenses to the
account department. Max 90 % the director accepts the bills came from the manager in very rare
cases the director reject the expenses approved by the manager.

Top Management /Director:

1) He will accept/reject the Expenses which will forwarded by the manager.

2) If he rejected the expenses of an Employee he wrote some comments why he is not
accepting that expenses.
3) Once he accept that expenses he forward that to account department.

2.4.5 Reports Module (ACCOUNTANT):

This is the main module for our application .in this module we will get the
particular expenses for a particular time period. Like year wise, and particular details like hotel
cost, and relocation bill, food etc..,

Account module features:

1) He credits the amount for a particular employee, once he got the mail from the top level
management.
2) He update the reimbursement status to approved or Yes.
DFD (Data Flow Diagrams)

Level 0

Employee Login

Manager Login

Login
Director

Login
Accountant

Admin Login

Fig 5.3.1: Level 0 Data Flow Diagrams

Level 1

Login Insert bill details for

Employee reimbursement

Accept or reject bills

Manager Login

Login Accept or reject bills

Director

Accounta Login Pay amount for

accepted bill
nt

Login Accept or Reject

Admin Employee

Fig 5.3.2: Level 1 Data Flow Diagrams

 3. SYSTEM DESIGN AND DEVELOPMENT
3.1 INPUT DESIGN

The module-2 involves the input part of the system i.e., the data collection process
from the user. The admin is the only user who can login into this module to enter data to the
database. The inputs pages are designed with Graphical User Interface (GUI) with very user-
friendly manner to make ease to the user. The inputs can be entered via controls like
 Textbox: The textbox is a box for entering and displaying text (characters or
values) in user project. This tool is used frequently in most of the application. The
textbox has property window, with no caption, but with space for text.
 Command button: It acts as a switch. To deal with tool property> click on
command button> property window appear> change setting of any desired
property. Usually change set its caption property to a suitable string.
 Option button: Used only as a group of buttons. When the user selects one of
them the others are deselected automatically. which is value that takes true or false
and it used with if statement. The option button usually takes click event.
 Check box: Any number of check boxes can be used on a form. They work
independently. Its Property value could be changed in design stage manually, or in
running stage by code.
 Message box: It is used to output a message to the user (at running stage) the code
needed could be written in code sheet and in any event or command.
For this we have given the File Upload button and user can easily add image to
this. Through coding those images are taken as input and stored into a folder we already
described under the project location.
Almost all the data to be entered are normally we using in the departmental store.
But there is a new input value we included in our system that needs to be known to the
admin user alone.
 3.2 OUTPUT DESIGN

The output of our system is as web pages which consist of some useful
information retrieved from the data the admin user already entered. The information
retrieved are displayed in some controls like as follows.

Label
This is probably the first control you will master. It is used to display static text,
titles and screen output from operations.

Image Box:
a) it is not act as container control
b) not use of memory to store the picture
c) editing of picture is not possible in picture box
d) Not having auto size property
e) Having stretch property

1.1 DataGridView

To change the cell formatting based on content, handle the Cell Formatting event.
Other methods (e.g. setting the RowDefaultCellStyle) can lose the formatting if the user
clicks on a column header to sort the grid.

MultiView Panel

I have a multi view which contains a view which contains a panel. the name of this
panel is "Panel1"
The output is almost taken from the database and some calculations are made and
the extracted information is decorated and displayed to the user. The image of the user is
also retrieved via the database and displayed in the image control in the user’s personal
 page. Also the page designs are made easier with the help of the Master Page concept
available in the technology.

5.4 Database Design

The data pertaining to proposed system is voluminous that a careful design of the
database must proceed before storing the data in the database.

A database management system provides flexibility in the storage and retrieval of

data bad production of information. The DBMS is a bridge between the application program,
which determines what data are needed and how they are processed, and the operating
system of the computer, which is responsible for placing data on the magnetic storage
devices. A schema defines the database and a subschema defines the portion of the database
that a specific program will use.

5.4.1 Data Model:

The organization of the data is represented by a data model and identifies the
logical organization of data. In a model of real world similar things are usually grouped into
classes of object called object types.

A data model is a pattern according to which data are logically organized. It

consists of the named logical units of data and expresses the relationships among the data as
determined by the interpretation of the model of real world.

The relational data model is a formal model for representing relationships among
attributes of an entity set and the association between entity sets.

In the relational data model all attribute relationships and all associations are
represented as relations. There is no distinction even at the model level, between the
different kinds or relations. Syntactically all the relations are the same. The data model does
not produce the introduction of additional semantic information to distinguish different
relations according to their properties of models namely:

 Network Model
  Hierarchical data model

 Relational Data model

Relational data Model

The relational data model is a formal model for representing relationships among
attributes of an entity set and the association between entity sets.

In the relational data model all attribute relationships and all associations are
represented as relations. There is no distinction even at the model level, between the
different kinds or relations. Syntactically all the relations are the same. The data model does
not produce the introduction of additional semantic information to distinguish different
relations according to their properties.
Table Design
Employee Registration

UserId int Unchecked

UserName varchar(50) Checked

Userpassword varchar(50) Checked

Firstname varchar(50) Checked

lastname varchar(50) Checked

Emailid varchar(50) Checked

SecurityQuestion int Checked

Securityanswer varchar(50) Checked

Emptype varchar(50) Checked

ContactNUmber varchar(50) Checked

Employee expense details

Expdetails int Unchecked

Employeeid int Checked

ExpensesTypeId int Checked

Amount varchar (50) Checked

Expensesapplieddate datetime Checked

Managerapproveddate datetime Checked

ManagerApproved varchar(50) Checked

Headapproved varchar(50) Checked

Managercomments varchar(200) Checked

Headcomments varchar(200) Checked

Reimburseddate varchar(50) Checked

FInancerapproved varchar(50) Checked

Docpath varchar(300) Checked

Employee Expenses Type

ExpensesID int Unchecked

ExpensesType varchar (50) Checked

ExpensesDetails varchar (2000) Checked

Security Question

SecID int Unchecked

SecQuestion char(50) Checked