Air Tickets On ZenHR
The Air Tickets feature on ZenHR enables you to set up customized policies for employee air tickets, define allocated amounts based on positions and nationalities, and assign these policies to the relevant employees. You can also track balances and eligibility, and log air ticket transactions as either cash-out payments or company expenses. 

TABLE OF CONTENTS


Air Ticket Policies

Add Air Ticket Policy

To add air ticket policies go to User Menu → System preferences → Financial Setup → Air Ticket Policies.




Click on “Add Air Ticket Policy”.



  • Add the air ticket Name. 

  • Fill in the Recurring every field with the eligibility period for this ticket. 
    Example: if 12 months is selected, employees will become eligible for a ticket after 12 months, and the ticket balance will reset every 12 months.

  • Select the Quantity for the air ticket policy. 
    Example: if 2 are selected, this means the employee and all their eligible dependents are entitled to 2 tickets each, effectively doubling the total amount.

  • Select the Max. number of dependents. If this field is left empty, all dependents included in the policy setup for each employee will be entitled to this policy and its balance. If a value of 3 is defined, then a maximum of 3 dependents specified in the policy setup below will be eligible.

  • Check the air ticket policy box to assign it to employees.

  • If you're in a country with income tax, check the Tax-exempted box if the air ticket cash-out amount should not be included in the taxable income on employees' salary slips.

  • Check the Employees can request box if you want employees with this air ticket policy added as an allowance to be able to request it.

  • Check the Attachments are mandatory box if you would like attachments to be mandatory when adding or requesting air tickets. 

  • Check the Allow adding & requesting air tickets before eligibility box to enable users to add and employees to request an air ticket before the full balance has been accumulated.

  • Activate the Allow employees to see their current air ticket balance option to enable employees with this policy to view their current balance and total available amount on their profile and when making requests.

  • If the Employees can request option is activated, choose the “Default payroll status for requests”. This only applies to cash-out requests.

  • Activate the Can be added as air tickets option to allow this air ticket policy amount to be recorded as a company expense rather than as a cash-out amount received by the employee. Otherwise, only cash-outs will be available.

    • Once this is activated, select the Company expense type from the dropdown menu that you would like the air ticket to be recorded as.

    • Select the Default transaction type for requests. The selected option will be the default transaction type for all requests made under this policy (cash-out or air ticket).

  • Define needed policy setups by selecting the positions, nationalities, period of employment, and the amount that will apply to each setup and the eligible dependents. 

  • Fill in the GL accounts if needed in the GL identifier and GL clearance section.

  • Then click on “Create”.

Apply Air Ticket Policy to Employees

There are two ways you can apply air tickets to employees, either through the “Apply” button on the Air Ticket Policies page or through the employee profile in the Air Ticket Allowances tab.

Method 1: Apply Air Ticket Policy From Air Ticket Policies Page

  • To apply the air ticket policy to all employees within a branch, on the table click the arrow by Apply then click on “Apply to all employees” from the drop-down list. This will ensure the policy is applied to all employees who meet the defined criteria in the policy setup.

     


  • If you would like to only apply the air ticket to employees who meet specific criteria, click on "Apply to specific employees." 

    • Then the filter by option will appear. From there, choose the desired filters you’d like to apply. The policy will then apply to all employees who match the selected filters, based on the policy setup.


  • Then select the start date for the policy by selecting the Effective on date. 

    • If you select Hiring date, the policy will start from each employee's hiring date and renew according to the frequency set in the "Recurring every" field. 

    • If you select a Custom date and specify a particular date for the policy to begin. In this case, the policy will also be renewed based on the same recurrence setting. Example: if the policy starts on March 1, 2024, and the recurrence is set to 12 months, the policy will renew in March 2025. On that renewal date, employees will be eligible for their 2024 air ticket, and their balance for 2025 will begin to accumulate.


Method 2: Apply Air Ticket Policy From Employee Profile


In the employee profile, go to their Air Ticket Allowances tab.


Click on the “Add Air Ticket Allowance” button. 


Select whether you want this air ticket allowance to begin from the employee's hiring date or a custom date of your choosing. 

Then click on “Add”.


Note: that the balance will automatically renew based on the number of months added in the "Recurring every" field in the air ticket policy setup.


Method 3: Apply Air Ticket Policy During Onboarding


When onboarding a new employee, you will be able to add the air ticket policy for them in the Salary Packages tab from the Air Ticket Policy dropdown.

Note: once the salary package is created, the policy will be applied to the employee starting on their hiring date.

Employee Air Ticket Allowances

Once an air ticket is applied to an employee, it appears under the "Air Ticket Allowances" tab in their profile, showing accumulated available amounts and available tickets (balances), including for eligible dependents.

Example:

For an employee hired on January 1, 2023, if the policy accumulates over a 12-month period and renews annually. The employee becomes eligible for their first ticket on December 31, 2023. If this ticket isn’t claimed, a new ticket starts accumulating from January 2024 but won’t be eligible until December 31, 2024.

As of October 31, 2024:

2023 policy: The employee is eligible for 1 full ticket and 2,000 SAR.

2024 policy: A partial balance of 1,666.67 SAR and 0.833 tickets has accumulated.

Available Amount= 3,666.67 SAR 
Available Balance =3.833 tickets.
Total Amount= 2,000 SAR
Total Balance= 1 ticket

If you would like to see the details for the available amount and balance, click on “Show Balances”. 

Manage Air Ticket Transaction


Go to Payroll → Manage Financials → Manage Air Ticket Transactions

 

On the Manage Air Ticket Transactions page,  you can manage all employee air ticket transactions and view all their details, including the air ticket policy, amount, dates, status, and more.



In the Cash Out & Air Tickets tab, you can view all air ticket transactions provided to employees, along with their detailed information.



In the Employee Balances tab, you can view all active employee balances for the branch as of a specific date, which can be selected in the As of balance field.



Add Air Ticket Transaction to an Employee 


To Add an Air Ticket Transaction to an employee follow these steps:

  • Click on the “Add Transaction” button. On the slider that appears, select the Employee name. 

  • Select the employee’s Air Ticket Policy.

  • A  list of the air tickets that they are eligible for will be shown in the Eligible air tickets dropdown. 

  • Add the effective date for the transaction. If this transaction is to be paid in payroll, this date will determine which salary slip the transaction will be included in.

  • Select the transaction type for this transaction. You can choose between booking employees' air tickets directly and recording them as a company expense, or providing the amount as a cash-out payment through payroll or as an off-cycle payment.

  • Add the Payment date and the Amount. 

  • Add any Notes and Attachments if needed.

  • Then click on “Create”.