Settling an International Trip
Contents of this chapter
You can find more information on business trip expense reports here
- Settling a domestic business trip
- Entering receipts after the fact
- Workflow for business trip expense reports
General Information
Once the business trip is complete, the user can fill in the travel expense report with the costs and travel times actually incurred.
There are two ways to start the travel expense report:
1. You submitted a business trip request that "rested" until the end of the business trip and was then moved to your list of open tasks as a template for the travel expense report. You then adjust it accordingly.
2. For employees who do not need approval for a travel request, it is also possible to start the expense report directly using the menu item "Settle trip".
The business trip expense report consists of 7 steps. The steps relating to trip data, costs and files are already familiar from the business trip request.
Navigation in the expense report menu:
You can move through the program
- by clicking the "Back" and "Next" buttons or
- by clicking the heading fields 1-7
The following descriptions refer to the standard version of the business trip expense report. Because it can be customized, the fields and input options displayed may occasionally differ from those shown here for a particular user.
1. Trip Data
Fields marked with red lines are required.
The following must therefore be filled in:
- From date
- To date
- Trip type → International trip
- Start region: set to the country in which the requester's work location is located; for a work location in Austria, this is Austria
- Start location: manual entry of the address where the trip begins, e.g., the work address or the private home address
- Destination region: enter the country in which the destination is located
- Destination: manual entry of the address, e.g., of the hotel at the destination, a conference center, a customer site, etc.
- Purpose of trip: required entry
- Description: not a required field; used to enter additional information
- Overnight allowances: If applicable, enter here the number of private overnight stays in the home country (that is, not in a hotel; without an invoice; e.g., with relatives / friends). These overnight stays are usually reimbursed with a flat-rate amount that depends on the applicable collective agreement.
After you enter the start and end dates of the trip, another field opens for
entering the times of departure and return.
The actual total duration of the trip must now be entered in this form.
Based on the entries in From date, To date,
From time and To time, the per
diem you are entitled to is calculated.
The following example shows a completed first page
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2. Legs
If the trip takes place in legs, or if several destinations in one or more countries are visited one after the other, this can be recorded under the menu item "Legs".
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Clicking "Add trip leg" opens the input form:
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3. Daily Deductions
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This page is where meals paid for directly by the company are recorded, e.g., if you receive a meal allowance or similar that is offset in this way against restaurant costs or similar.
If this does not apply to you, click the line "No meals paid by the company (deductions)". This sets all checkpoints to "No".
4. Mileage Allowance
If the trip or part of it was made using a private motor vehicle, you can
enter the data here.
Click "Add mileage receipt" to open the input form.
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The data is entered here:
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The following required fields must be filled in:
- From date
- From km: odometer reading of the vehicle at departure (or at the start of a daily leg)
- To km: odometer reading of the vehicle after returning (or at the end of a daily leg)
- Number of km: calculated from the odometer readings entered and cannot be overwritten
Additional entries are needed for
- Number of passengers
- Number/km of passengers
because these may also be included in the calculation of the mileage allowance.
The data for the start and destination are already filled in, but can be
edited using the
button
and supplemented using
. Clicking
opens a link to Google Maps, where the legs of the trip can be marked. The total
kilometers between the start and destination (or round trip) are also entered.
If the outbound or return trip involves several legs, e.g., if several conference venues are visited on different days, each leg must be recorded separately by adding another mileage receipt.
5. Receipts
The next step is entering receipts.
You can also enter receipts after the fact; see
Travel Expense Report - Receipt Entry
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The input form opens when you click the "Add receipts" button.
The following must be entered:
- Receipt type: clicking the arrow opens a selection list (hotel with VAT, train ticket, hospitality, flight ticket, hotel, toll receipt, parking ticket, other receipts, streetcar and subway tickets, taxi receipt).
- From date: date the receipt was issued, with a calendar picker
- Region: country in which the receipt was issued
- Amount and currency (of the receipt): you can enter the receipt in the currency in which it was issued
- Paid by co.: paid by the company - if your company books the costs directly, e.g., by bank transfer to the recipient or payments made with a company credit card. Amounts marked this way are not included in the calculated costs.
Example
Here, flight tickets (purchased in Austria, therefore in euros), hotel costs (in
Danish kroner, DKK) and restaurant costs (also in Danish kroner, DKK) were
entered.
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6. Calculated Costs
After the data above has been entered, the costs are calculated in accordance with the applicable laws and tax rates.
You can see that the receipts in foreign currencies have been converted to euros. The conversion uses the official exchange rate on the day the receipt was issued.
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7. Files
Here you can upload additional documents that cannot be assigned to any receipt.
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Clicking "Add attachment" opens the input form:
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8. Time Correction
Because business trips are absences, a corresponding time correction must be made to the working time.
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Clicking "Add" opens the input form:
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After you have made your entries, you can start the expense report process (red "Start process" buttons) or save it as a draft; see the green marking "Save as draft".
If the expense report is saved as a draft, it appears immediately under open tasks.
As with other open tasks, you can forward, edit, cancel, comment on or print the task directly from the list (see red marking).
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If the expense report is opened for editing, you can save it again and forward it, cancel it, or just save it:
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