ED 2 USER GUIDE

Table of Contents
USER ......................................................................................................................................... 2
Access ............................................................................................................................... 2
Login................................................................................................................................. 2
Changing Password .......................................................................................................... 3
Expense Reimbursement .................................................................................................. 5
Managing Reimbursement ........................................................................................ 5
Inserting data into an entry ........................................................................................ 5
Overtime ............................................................................................................. 6
Staggered / Standby / Shifting ............................................................................ 6
Travel Expenses ................................................................................................. 7
Transport / Meal Expenses ............................................................................... 13
Medical Reimbursement .................................................................................. 15
Remote Expenses ............................................................................................. 15
Other Expenses ................................................................................................. 16
Attaching a file ........................................................................................................ 17
Leave of Absence ........................................................................................................... 17
Claim Approval .............................................................................................................. 19

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A) USER
1. Access
To access the ED2 site, open the following address: https://ed2.ibm-jti.com/ in
your browser.
2. Login

Figure 1. ED2 Login dialog

a. Upon opening https://ed2.ibm-jti.com/, The user will be asked to

provide the login credentials In the Log in Dialog (fig. 1). Please note
that the authentication is based on LDAP.
a. Username : Use your email address but exclude the
domain
for example john.doe@ibm-jti.com → john.doe
b. Password : Refer to ED1 password
b. Select the Log In button.
please note that if you have just changed your password, it may take
up to 1 hour to be reflected. In the meantime you can access ED2 using
your old password

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 3. Changing Password

Figure 2. Password change option location

a. To change your password, choose the Change Password menu under

the navigation bar at the top of the Front Page (fig. 2).

Figure 3. Change password page layout

b. After doing so you will be redirected to the change password page

(fig. 3) where you will be able to type in your new password. Make
sure that your new password fulfills all the requirements.

Figure 4. Password change success pop up

c. Retype your new password and select the Change Password button. A
pop up (fig. 4) will inform you that your password has been
successfully changed. Select the OK button to dismiss the message.
a. Your password may take up to 1 hour to be updated. You
may use your old password during this.

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b. If a you have not changed your password for over 90 days
you will automatically be taken to the change password
screen upon logging in.

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B) EXPENSE REIMBURSEMENT
1. managing reimbursements

Figure 5. Claim/Request
menu

a. Locate the Claim/Request menu (fig. 5) on the navigation bar and

select the type of reimbursement.

Figure 6. Manage reimbursement options as it

appears on the reimbursements page

b. You will be redirected to the respective reimbursement page where

you will be able to manage your reimbursements (fig. 6):
a. To create a new entry, select the Add ( / )
button.
b. To edit an entry, make sure that the item has an editable
status and select the pencil icon ( ) next to it.
c. To delete an entry, make sure that the item has an
editable status and select the trash bin icon ( ) next to
it.

2. Inserting data into an entry

A form is provided for each reimbursements types.
Once you fill out the forms, select the Add ( / ) button to insert the new
entry. You are also able to edit an entry by selecting the pencil ( ) icon on the

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 row, select the green checklist ( ) button to save the changes. To delete an
item select the trash bin ( ) icon.
a. Overtime

Figure 7. Overtime form layout

To insert a new entry into an overtime entry, fill out the form (fig. 7)
with the following information:
a. Date : The date of your overtime (mm/dd/yyyy)
b. Time in : The time your overtime began (hh/mm)
c. Time out : The time your overtime ended. The maximum
value is 23:59. (hh/mm)
d. OT for : Category of overtime
e. Purpose : Description of overtime

Figure 8. Newly created overtime data entry appears on the table below the form

Once added, the data will appear on the table below the form (fig. 8)
b. Staggered/Standby/Shifting

Figure 9. Staggered/Standby/Shifting form layout

To insert a new entry into a Staggered/Standby/Shifting entry, fill out

the form (fig. 9) with the following information:
a. Date : The date of your overtime (mm/dd/yyyy)

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 b. Schedule : The Staggered/Standby/Shifting schedule

Figure 10. Newly created Staggered/Standby/Shifting data entry appears on the table below the form

Once added, the data will appear on the table below the form (fig. 10)
c. Travel Expenses

Figure 11. Travel expenses form layout

To insert a new entry into travel expenses, fill out the form (fig. 11)
with the following information and select the proceed ( )
button:
a. Trip Start Date: The date when the trip began
(mm/dd/yyyy)
b. Trip End Date : The date when the trip ended
(mm/dd/yyyy)
c. Travel to : Destination type
(local/overseas)
d. Destination : The destination of the trip
e. Day Trip : Whether the trip is a day trip or
not
f. Charge to Customer : Whether the customer is
charged
g. Remark : Automatically filled based on
current project (From, To, Project#, IDC). Update as
required

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 h. Transfer for cash advance settlement: Whether the
transfer for cash advance settlement is true or not

Figure 12. Travel expenses categories

Once done there will be a list containing the categories of travel

expenses (fig. 12). Selecting any of these categories will reveal a
form that is used to insert new entries into the travel expense
reimbursement:

a) Hotel Total Amount

Figure 13. Hotel total form layout

To insert a new entry into a hotel total entry, fill out the form (fig.
13) with the following information:
a. Check in : The date of Checking in (mm/dd/yyyy)
b. Check out : The date of Checking out (mm/dd/yyyy)
c. Proof : Whether the proof of expense exists
d. Rate : The total rate

Figure 14. Hotel total data on table

Once added, the data will appear on the table below the form (fig.
14)

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 b) Weekly Calls Total Amount

Figure 15. Weekly call form layout

To insert a new entry into a weekly call entry, fill out the form
(fig. 15) with the following information:
a. Date : The date of the call (mm/dd/yyyy)
b. Duration : The duration of the call in minutes
c. Amount : Total expense of the call

Figure 16. Weekly call data on table

Once added, the data will appear on the table below the form (fig.
16)

c) Business Calls Total Amount

Figure 17. Business call form layout

To insert a new entry into a business call entry, fill out the form
(fig. 17) with the following information:
a. Date : The date of the call (mm/dd/yyyy)
b. Purposes : The purpose of the call
c. Contact Person : Phone number
d. Contact Company : Company phone number
e. Telephone No. : The called number
f. Amount : The call expenses

Figure 18. Business call data on table

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 Once added, the data will appear on the table below the form (fig.
18)

d) Business Meal

Figure 19. Business meal form layout

To insert a new entry into a business meal entry, fill out the form
(fig. 19) with the following information:
a. Date : The date of the meal (mm/dd/yyyy)
b. Purpose : The purpose of the business meal
c. Customer Name : The name of the customer
d. Company : The name of the company
e. JTIer : The name of the JTIer
f. Venue : The Venue of the business meal
g. Amount : Total expense of the meal

Figure 20. Business meal data on table

Once added, the data will appear on the table below the form (fig.
20)

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 e) Transportation Total Amount

Figure 21. Transportation total form layout

To insert a new entry into a business meal entry, fill out the form
(fig. 21) with the following information:
a. Date : The date of travel (MM/DD/YYYY)
b. Description : The purpose of the business meal
c. Mileage (KM) : Distance travelled in kilo meters
d. Parking : Parking fee
e. Toll : Toll Fee
f. Taxi : Taxi Fee
g. Car Rental/Petrol : Car rental/ Petrol fee

Figure 22. Transportation data on table

Once added, the data will appear on the table below the form (fig.
22)

f) Airfare Total Amount

Figure 23. Airfare form layout

To insert a new entry into a business meal entry, fill out the form
(fig. 23) with the following information:
a. Date : The date of the airfare (mm/dd/yyyy)
b. Description : Description of airfare

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 c. Amount : The Airfare expense

Figure 24. Airfare data on table

Once added, the data will appear on the table below the form (fig.
24)

g) Other Claim Total Amount

Figure 25. Other claim form layout

To insert a new entry into a business meal entry, fill out the form
(fig. 25) with the following information:
a. Date : The date of the claim (mm/dd/yyyy)
b. Description : Description of the claim
c. Amount : The expense

Figure 26. Other claim data on table

Once added, the data will appear on the table below the form (fig.
26)

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 d. Transport / Meal Expense

Figure 27. Transport/Meal expense form layout

Fill out the form (fig. 27) with the following information:
a. Business purpose : The description of the expense
b. Note : Automatically filled based on
current project (From, To, Project#, IDC). Update as
necessary

Once done, proceed with inserting data into each category:

a) Transportation Summary

Figure 28. Transportation summary form layout

Fill out the form (fig. 28) with the following information:
a. City : The city
b. From : The starting location
c. To : The ending location
d. Customer (below from) : Customer at the starting
location
e. Customer (below to) : Customer at ending
location

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 b) Meal Summary

Figure 29. Meal summary form layout

Fill out the form (fig. 29) with the following information:
a. Date : The date of the meal (mm/dd/yyyy)
b. Purpose : The purpose of the meal
c. Customer Name : The name of the customer
d. Company : The name of the company
e. JTIer : The name of the JTIer
f. Venue : The Venue of the business meal
g. Amount : Total expense of the meal
c) Other expenses

Figure 30. Other expense form layout

Fill out the form (fig. 30) with the following information:
a. Date : The date of the expense (mm/dd/yyyy)
b. Description : The Description of the expense
c. Amount : Total expense

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 e. Medical Reimbursement

Figure 31. Medical reimbursement form layout

Fill out the form (fig. 31) with the appropriate information:
a. Hospital name : The name of the hospital
b. Doctor name : The name of the doctor
c. Address : The address of the hospital
d. Patient Name : The name of the patient
e. Date : The date of the treatment
(mm/dd/yyyy)
f. Illness desc : The illness description
g. Reimbursement type : The type of the reimbursement

Figure 32. Other total amount form layout

Select the next ( ) button. You may proceed to enter the other total
amount data in the other total amount form (fig. 32):
a. Date : The date of the expense (mm/dd/yyyy)
b. Description : The Description of the expense
c. Amount : Total expense
f. Remote expenses

Figure 33. Remote Expense form layout

Fill out the required information in the form (fig. 33):

a. Location : The location of the expense
b. Remark : Automatically filled based on current
project (From, To, Project#, IDC). Update as required

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 Figure 35. Categories of remote expenses

Figure 34. Form layout for remote expenses categories

There will be several categories below the form (fig. 34), each of
these categories require the same format of information to be
inputted (fig. 35):
a. Date : The date of the expense (mm/dd/yyyy)
b. Description : The Description of the expense
c. Amount : Total expense
g. Other expenses

Figure 36. Other expenses form layout

To insert a new entry into an overtime entry, fill out the form (fig. 36)
with the following information:
a. Business purpose : The description of the expense
b. Note : Automatically filled based on current
project (From, To, Project#, IDC). Update as required
c. Transfer for cash advance settlement: Whether the transfer
for cash advance settlement is true or not
d. Date : The date of the expense (mm/dd/yyyy)
e. Description : The Description of the specific expense
f. Amount : Total expense

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 3. Attaching a file

Figure 37. File attachment

To upload an attachment for the claims, press the choose file button (fig. 37).
Note that only 1 file could be uploaded, in case you got more than 1 file, you
can zip them and upload the compressed file

C) Leave of absence

Figure 38.Time management menu

1. locate the Time management menu (fig. 38) on the navigation bar and select
leave of absence

Figure 39. Options for leave of absence entries

2. You will be redirected to the leave of absence page where you will be able to
manage your reimbursements (fig. 39):
a. To create a new entry, select the Add ( / ) button.
b. To edit an entry, make sure that the item has an editable status and
select the pencil icon ( ) next to it.

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 c. To delete an entry, make sure that the item has an editable status and
select the trash bin icon ( ) next to it.

Figure 40. Request leave of absence form layout

3. Then select the type of leave that you want, upon selecting, the page will show
the data about that leave type (fig. 40). Upon selecting the start date, the system
will automatically calculate the end date of the leave. Public holidays and
weekend will not be counted toward the leave taken.
Example: when you take leave at 31 December for 2 days, the end date will be
at the 3 January

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D) Claim Approval

Figure 41. Claim Approval

For employees who are assigned as superior/approver, the main page will have some
additional menu (fig 41).

Figure 42. List of unapproved form

To approve claims press the “[ Open ]” link, and the system will redirect you to the
list of unapproved form (fig. 42).
in the list you can view the details of selected claims and bulk approve, reject and
return. If you want to reject or return you have to provide reasons.

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 Figure 41. File attachments

You can download the attachment by clicking at the file attachment link, if you want
to reject or return you have to provide the reason as well (fig. 43).

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