Vergleichsreport

Content Contents of this chapter

General Information

1. TraveldataTrip Data

2. Abroad stagesLegs

3. Daily discountDeductions

4. Kilometer allowanceMileage Allowance

5. RecordsReceipts

6. Calculated costsCosts

7. AttachmentsFiles

8. Time correction Further Correction

You can find more information on the subject of business trip expenses can be found here (links will be available soon)

• in-country travel expenses
• subsequent records entry
• Workflow of travel expenses

General

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 has been completed is complete, the user has the option of filling can fill in the travel expense report with the actual costs and travel times actually incurred.

Travel expense reporting can be started in There are two ways to start the travel expense report:

1. you have You submitted a request for business trip request that has "rested" until the end of the business trip is completed and was then transferred moved to your list of open tasks as a template for the travel expense report. This is You then adjusted adjust it accordingly.

2. furthermoreFor employees who do not need approval for a travel request, it is also possible to request settlement directly via start the expense report directly using the menu item "Travel expenses" for employees who do not require approval for a travel requestSettle trip".

The business trip accounting comprises expense report consists of 7 steps, whereby the . The steps relating to traveldata trip data, costs and attachments files are already known familiar from the requests for business tripstrip request.

Navigation in the accounting expense report menu:

You can jump in move through the program

•     by clicking on the fields "Back" and "Next" buttons or
•     by clicking on the heading fields 1-7

The following descriptions refer to the standard version of the business trip accounting. Due to the possibility of individualising this, there may be deviations in some places for the respective user with regard to the displayed fields / input options.

1. Traveldata

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 completed:

filled in:

• From date
• To date
• Trip type  → International trip
• Start region: This is set to the country in which the applicantrequester's place of employment work location is located when selecting "in-country travel", i.e. Austria if the applicant's place of employment is Austria.
• Target region: enter the country, where the destination is located
• Start location: Active entry of the start address of the journey, i.e. e.g. the business address or the private residential address.
• Target location: ; 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 centrecenter, a customer locationsite, etc.
• Travel reasonPurpose of trip:  mandatory required entry
• Description: for further informationNightly not a required field; used to enter additional information
• Overnight allowances: If applicable, enter here the number of private overnight stays (i.e. in the home country (that is, not in a hotel; without an invoice; e.g.: , with relatives / friends) in Austria must be recorded here. These overnight stays are usually compensated reimbursed with a lump sum, which flat-rate amount that depends on the respective applicable collective agreement.

After entering you enter the dates of the start and end dates of the trip, another field opens for entering the times of departure and return (from time/to time).
The actual total duration of the trip must now be entered in this input maskform.
Based on the entries in from From date, to To date, from From time and to To time, the daily allowance due per diem you are entitled to is calculated.

The following example shows a completed first page:

2. Abroad stagesLegs

If the trip should take takes place in stages legs, or if several destinations in one or more countries should be are visited one after the other, this can be entered recorded under the menu item "Abroad stagesLegs".

Clicking on "Add travelstagetrip leg" opens the input maskform:

3. Daily DiscountsDeductions

On this This page , is where meals paid for directly by the company are recorded, e.g., if you receive a meal allowance or similar , which that is offset in this way against restaurant costs or similar in this way.

If this is not the case for does not apply to you, please click on the line "No meals paid by the company (no allowance discountsdeductions)". This will cause sets all checkpoints to be set to "No".

4. Kilometer allowancesMileage Allowance

If the journey trip or part of it was made by means of using a private motor vehicle, you have the possibility to can enter the data here.
Click on "Add kmbill-recordmileage receipt" to open the input maskform.

This is where the The data is recordedentered here:

The following required fields must be entered filled in the mandatory fields:

:

• From date
• From km: Mileage odometer reading of the vehicle at departure (or at the beginning start of a daily stageleg)
• to To km: Mileage odometer reading of the vehicle after the return returning (or at the end of a daily stageleg)
• Amount Number of km: is calculated on the basis of the mileage from the odometer readings entered and cannot be overwritten

Additional inputs entries are required needed for

• Num. of pass(engeres)
• AmountNumber of passengers
• Number/km of passengers

as because these are may also be included in the calculation of the kilometre mileage allowance at best.

Route: The data for the starting point start and destination are already enteredfilled in, but can be edited and supplemented by using the buttons:  button and supplemented using . Clicking on opens a link to Google Maps, which can be used to mark the stages of the journeywhere the legs of the trip can be marked. The total number of kilometres kilometers between the starting point start and destination (or backround trip) is are also entered.

If the journey to or from the conference takes place over several stagesoutbound or return trip involves several legs, e.g., if several conference venues are visited on different days, each stage leg must be recorded separately by adding another kilometre allowance receipt.

In the example below, the journey to and from the conference is made by car and two other passengers were taken along, who travelled almost the entire distance.

5. Records

mileage receipt.

5. Receipts

The next step is to enter entering receipts. However, there is also the possibility to enter receipts subsequently, see Travel Expenses Records Entry 

To be recorded are the mandatory data

You can also enter receipts after the fact; see Travel Expense Report - Receipt Entry

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  ([en] Hotel mit MwSt., flight list (hotel with VAT, train ticket, hospitality, flight ticket, hotel, other documentstoll receipt, parking ticket, other documents, toll receipt, train ticket, tram/subway ticket) from Date: record creation datereceipts, streetcar and subway tickets, taxi receipt). 

• From date: date the receipt was issued, with a calendar selection picker

• Region: For domestic trips with the duty station country , in the example Austria, preset and not changeablewhich the receipt was issued

• Amount and currency (of the record)receipt): you can enter the receipt in the currency in which it was issued

• Paid by co.: paid by the company : company paid - if your company accounts for books the costs directly, e.g., by means of a bank transfer to the recipient or payments have been made using with a company credit card. Amounts marked in this way are not included in the calculated costs.

Example
Here, flight tickets , accommodation costs and expenses for meals were entered. It is possible to change the currency of the records if it was issued in a currency other than euro. See the area marked in red.(purchased in Austria, therefore in euros), hotel costs (in Danish kroner, DKK) and restaurant costs (also in Danish kroner, DKK) were entered. 

6. Calculated Costs

After entering the previous data , the cost calculation is now carried out according to above has been entered, the costs are calculated in accordance with the applicable laws or and tax rates.

It You can be seen see that the receipts in foreign currency vouchers currencies have been converted into to euros (red mark). The conversion is made at uses the official exchange rate on the date day the voucher receipt was createdissued.

7. Attachments

Files

Here you can upload additional documents that cannot be assigned to any vouchersreceipt.

Clicking on "Add attachment" opens the input maskform:

8. Time correction

Correction

Because business trips represent are absences, a corresponding time correction must be made to the working time.

Clicking on "Add" opens the input maskform:

After the entry has been made, the settlement process can be started (red marked  After you have made your entries, you can start the expense report process (red "Start process" buttons) or saved save it as a draft, ; see the green marking "Save as draft".

If the settlement expense report is saved as a draft, it immediately appears in the uncompleted requests and can be processed like other open tasks: If the statement 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).

If the expense report is opened for editing, it is possible to you can save it again and forward it, cancel it, or just save it: