A new feature now allows even more accurate planning of the actual
trip routes, similar to route planning with Google Maps.
Individual trip segments with start, intermediate, and destination locations
can be entered. The system automatically creates the required segments for
international trips and calculates the mileage allowances. In addition,
stays can be marked as private or business in order to make the
expense calculation more transparent and precise. This significantly improves the
entire travel expense reporting process and ensures correct reimbursement.
The function is enabled per client via the following client option in the
Travel Management options: Allow users to enter routes
and intermediate destinations including private stays
Once this option is enabled, two new buttons appear in the client's
travel expense reports: (Add Trip Leg and
Add Private Stay).
Clicking one of these buttons creates a new segment in which the
information can be filled in according to the actual trip.
For a trip leg, there are three route categories that can be selected at the top right of the respective segment:
A trip can have multiple intermediate destinations. These can be located before or after the
destination, as well as before the return trip. Multiple private stays
can also be located between the start and the return trip.
However, a trip cannot be started directly from a private stay,
since the private part is not part of the travel expense report. Private
segments are only part of the business trip if they are
within the business trip and thus represent an “interruption”.
Below is an example of what a business trip can look like if it has multiple
intermediate destinations on the outbound and return trip and is interrupted by a private part.
Please note: The trip does not necessarily have to take place in a single country.
Each segment can include a border crossing, for which a field for
entering the time of the border crossing is provided.
(If zooming the image is not possible, right-click the image and open it in a new tab.)
For German travelers who stay at the same business location for more than 14 days, an option has been introduced to calculate
the daily allowances correctly in accordance with the current legal requirements (ARV §5
(1) & BRKG §8).
The settings are general and flexible. Therefore, the
configuration must be done carefully in order to reflect the legal regulations
correctly (see examples below). Comparable regulations for other countries can also be configured in the same way.
The configuration is done in the billing definitions.
The billing definition must be set to the
calendar day method for both the company view and the tax
view.
After that, new options appear with which the configuration can be adjusted according to the
legal requirements: