Here you can create traveling expense reports. You can also see an overview of all your traveling expense reports, which can be printed or downloaded. As an administrator, you can see the traveling expense reports of all employees and their status - approved or paid out. Additionally, you can display an overview for each individual employee, which can also be printed or downloaded. The overview can also be grouped by employees or departments, giving you an even better overview of, for example, individual departments.
If you have several branches within Europe, it is possible to define a different currency for each branch, which is then used in the travel expenses.
To create a traveling expense report, click on the plus sign at the top right. First, enter the header data in the mask that opens. These are general information about the report, such as the name and the business purpose.
Enter the complete itinerary here, possibly including additional intermediate stops. Based on this data, the meal and overnight allowances will then be calculated. If you commute every day, check the box for “daily arrival and departure”. This will automatically apply the reduced per diem rate for all travel days.
Click on update. Based on your itinerary, the allowances will be displayed here. If necessary, these allowances can also be reduced by clicking on the corresponding meals. This is relevant if the meals were provided by the employer. The breakfast allowance is reduced by 20%, and lunch and dinner by 40% each.
The allowances specified here are calculated only for the German travel expense law and are only applicable for clients based in Germany or if the employee who creates a travel expense report is assigned to a branch in Germany.
Enter your travel costs (mileage allowance) here by first indicating whether it is a private or company-provided vehicle. Enter its license plate and the kilometers driven here. If you have already recorded this in the driver's log, save first, then you can import it directly from there.
Here you can record all receipts such as fuel or hotel bills. Click on add further receipt. Under "Category" you will find a selection of all possible receipts. Fill in all the required fields and upload the corresponding receipt. Using the edit pencil, receipts can also be moved from one report to another afterwards. To do this, delete the name of the previous travel expense report in the mask that opens and then select the new report.
After all fields for the traveling expense report have been filled out, click on ‘Submit traveling expense report’. You will be notified of missing information and asked to check your entries carefully again. The total reimbursement amount will also be displayed directly.
Now check all information again and then click on "Submit traveling expense report". The administrator will receive your traveling expense report and can either approve or reject it. If approved, the employee will - depending on the settings - receive an e-mail and/or push notification that the report has been made ready for payment. Otherwise, it must be revised and resubmitted. The reason for rejection is permanently stored in the system.
Under "Traveling expenses", the employee can see the current status of their submitted reports. These can be viewed at any time by clicking on them.
When an employee submits a traveling expense report, it is displayed, depending on access rights, to the administrator or scheduler under the ‘approve’ tab. Click on the submitted report to display it. Check the information, add a comment if necessary, and approve or reject it. In both cases, the employee will be informed by e-mail and/or push notification and in the system. The approval of the traveling expense report can be done by users who have the corresponding right in the system or, if the report is assigned to a job or project, by the respective schedulers or project managers. For this, the permissions must be set accordingly under Administration > General > User groups.
Click on ‘Pay out’ to get a list of all approved traveling expense reports. Click on one of these reports to see its header data and the payout amount. To pay out, check ‘Amount paid out’ and ‘Save’. If allowances, travel costs, and receipts are not to be paid out together in one sum, the components can also be marked individually as "paid out".
Once the traveling expense report or parts of it have been paid out, it appears as ‘completed’ under the respective employee. The corresponding employee is informed by e-mail and in the system.
You can also return the traveling expense report to the employee under ‘For correction’ so that they can revise and resubmit it. The processing of the payout can only be done by users with the appropriate access rights, as with the approval of the traveling expense report.
The overview can be filtered at the top left by approval, billing, or project or job date, and further down by months. You will get an overview of all traveling expenses for the selected month, which you can print as a PDF or download in the usual formats. In ZIP format, the download of traveling expense reports can also be done collectively. This way, you receive the reports as individual PDFs in a folder, allowing you to process them collectively. With the appropriate access rights, you can also filter by employees.
At the top right, traveling expenses can be grouped by employees or departments. This makes it possible, for example, to process the reports sorted by departments.