Administrative Tasks

This checklist supports Webdesk administrators when setting up and changing the Travel configuration.

Setup

Check regions including VAT rates, legal assignments and validity periods.
Check the base currency and exchange rates or the exchange rate import.
Create settlement definitions for domestic, international, per diem, overnight allowance and deductions.
Set up mileage allowance definitions and vehicle master data.
Create additional fields, receipt types and their validity periods.
Configure trip types and check all assignments to receipt types and additional fields.
Test workflow, time corrections, evaluations and exports.

Create new statutory or company rules as a new definition with a suitable validity start. Do not overwrite existing historical definitions if old trips must remain traceable.
Before changing a trip type, check whether it is already used in requests or expense reports. Leave the technical short name unchanged.
When changing receipt types or additional fields, check the assignment to every affected trip type and the effects on exports.
After changes, check the cache/cluster refresh, user views and a complete test process.

No overlapping validity intervals.
At least one default configuration wherever the selection logic needs a default.
VAT rates come from the region and receipt type configuration and are not documented only in the workflow text.
Agree technical keys, wage types and export fields with the target system.

The details on the individual master data can be found in the Step-by-Step Guide.