Travel invoice service

The travel invoice service is an electronic system that allows employees to easily report and claim reimbursements for work trips, such as mileage reimbursements and daily allowances. The service automatically saves driving information in the driving logbook and helps with entering the information into the travel invoice template, and calculates daily allowances if necessary. It is also easy to add trips and expenses to the travel invoice template yourself, and it can be created either from scratch or driving logbook data by.

Per diems recorded on a travel invoice can be calculated automatically based on distance and time requirements when a travel invoice is created based on a driving logbook. The system takes into account distance requirements between home and the actual place of work (optional setting). Based on these distance and time requirements, the service automatically adds per diems. If multiple work trips have been made in the same time period, a separate travel invoice is created for each one according to the distance requirements.

Per diems are used by default in travel invoices. normal calculation method, which follows the guidelines of the Tax Administration. In this case, a daily allowance can be paid if the employee goes outside the distance limits during the working day. In the alternative In this calculation method, daily allowance can only be paid if the employee stays outside the distance limits for the entire required time. Choose the calculation method that best suits the practices of your organization or industry. If you are unsure which method to use, contact your tax authority.

There are three different access levels that can be assigned to a user. The most common access levels are:

• Administrative user sees all users' travel invoices.
• Employee/Basic User only sees their own travel expenses
• Predecessor sees the travel expenses of his subordinates

Determining your home address and actual workplace #

In order for daily allowances to be automatically created for travel invoices based on the information in the driving logbook, the employee's information must include both: home address that actual workplace.

The home address and actual workplace are added to the employee's information as follows:

1. Open Employeestab
2. Select an employee from the list
3. Press Edit
4. Enter your home address and actual place of work.
5. Press Save

Creating travel invoices based on the driving log #

When creating a travel diary, the distance requirements to home and the actual place of work (optional) are taken into account. Daily allowances are automatically added based on the distance and time requirements.

1. Open Reportstab
2. Press travel expenses
3. Click Create a new travel invoice
4. Select an employee. (For basic users, a travel invoice is always created for themselves.)
5. Choose a creation method From the driving log: Invoice per period.
6. Select a vehicle. (The vehicle list only shows vehicles that the user has permission to view.)
7. Select review period
8. Click More

Adding mandatory additional information to a travel invoice #

9. Press Show them now, so you can immediately view the created travel invoice
10. Open travel invoices from the travel invoice button
11. Enter description
12. Enter the registration number or registration numbers

Creating travel invoices from scratch #

1. Open Reportstab
2. Press travel expenses
3. Click Create a new travel invoice
4. Select employee
5. Select creation method Empty base
6. Click More

Viewing created travel invoices in list view #

This is how you can view travel invoices:

1. Open Reportstab
2. Open travel expenses
3. Click Browse travel invoices
4. Select employee
5. Select a time interval
6. Press Search for travel invoices

Travel invoice receipts #

You can view and make a travel invoice acknowledgement by pressing the acknowledgement button corresponding to your position. The acknowledgement buttons have three different meanings:

• Employee acknowledgement (left side)
• Supervisor's acknowledgement (middle)
• Payroll clerk's acknowledgement (right-hand side)

Opening a travel invoice for viewing and editing #

Mileage reimbursements #

1. Mark the period and time of day when the ride will take place
2. Specify the starting location in the first field and the ending location in the next field
3. Add vehicle type
4. Report mileage

Optional functions:

5. Add a driving license
6. Hide mileage reimbursements
7. Delete all rows
8. Deletes a row
9. Copy the route line (Copying a line is useful if you need additional mileage reimbursements, e.g. for a trailer).
10. Add mileage reimbursements from the driving log (only if the user has permission)
11. Add a new blank line where you can add a new mileage allowance (only if the user has permission)

Daily allowance #

1. Set a time
2. Add the type of item, e.g. full-time allowance, meal allowance, accommodation allowance, half-day allowance

Optional functions:

3. Hides the daily allowance section
4. Delete all rows
5. Deletes only that row
6. Automatically calculates daily allowance based on trip duration
7. Automatically includes meal allowance in the price based on the duration of the trip.
8. Add a new blank line

Other expenses #

1. Set a time
2. Enter a detailed explanation or description of the ride in the description field.
3. Enter the cost of the expense in the price field.

Optional functions:

4. Hide Other expenses
5. Delete all rows
6. Deletes that row
7. Add a new line

Printing a travel invoice as a PDF file #

Reportstab > travel expenses > Browse travel invoices > Search for travel invoices > press the travel invoice button > Print/Download as PDF

Deleting an incorrect travel invoice in the edit view #

Reportstab > travel expenses > Browse travel invoices > Search for travel invoices > press the travel invoice button > Delete > Confirm deletion

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