Submit travel expenses

As an employee create a travel expense report in QUANTICAL.ERP - trip details, meals, expenses with receipts and submission for approval.

Your reports sit under Actions > Travel expenses in the left sidebar. New travel expense report at the top right creates a new one, alternatively via the plus menu at the bottom right.

The wizard guides you through the report in five steps. Next checks the current step, Back returns to the previous one without losing anything.

Trip details

Select the project or No project (internal) and name the purpose of trip, for example customer workshop. Enter the departure address, destination address and destination country. The destination country determines the per diem, you can choose from the countries your company has a rate for.

From departure and destination address QUANTICAL.ERP determines the distance in km via Google Routes. The calculation uses the shortest drivable road connection by car, not the fastest route. For the private car the item takes this distance as a suggestion, you can overwrite it. If Google finds no route, check the addresses. The route may include minor roads, farm tracks or car parks. If it deviates from the way you actually drove, correct the value.

Under Period enter departure and return, each with date and time. The times matter: the per diem follows from them. Finally select the means of transport, multiple selection is possible. Without travel costs select No travel costs.

With Next QUANTICAL.ERP saves the report as a draft.

Meals

Answer whether breakfast was included in the hotel price and paid by the company. Below enter the number of lunches and dinners provided, for example by the customer or the company.

The card on the right shows the calculation: per diem from the travel times, deduction for provided meals and the remaining per diem. The deduction never exceeds the per diem.

Expenses

For every selected means of transport an item already sits under Travel costs. Under Other expenses add hotel, parking and tolls, hospitality or other items.

Every item needs a description, the amount, the answer to Who paid? and a receipt as PDF or image. If you paid yourself, the amount is reimbursed. If the company paid, for example by company credit card, the item counts towards the trip cost but not towards the payout.

For the private car no receipt is needed. You enter the distance in km and the passengers on business, QUANTICAL.ERP calculates the amount from the mileage rate and passenger surcharge of your company.

An item shows Open while something is missing and Complete once it can be submitted.

Check

The table Please check the line items shows every expense with payment and amount. If something is missing or wrong, Back leads to the item.

Summary

The summary shows the trip, means of transport and all amounts in this order: per diem, deduction for provided meals, expenses paid privately and the payout to employee. Below follow expenses charged to the company and the total cost of the trip. The payout is the sum of the remaining per diem and the privately paid expenses.

Save draft keeps the current state. Submit for approval sets the report to Submitted and freezes the amounts.

If your company reimburses the per diem only, the summary shows a note. You still enter the expenses, they appear as total cost of the trip in the document.

The list

My travel expenses shows all your reports with departure and return, destination, project, purpose, per diem, expenses, total and status. The Actions column depends on the status:

Draft: Edit opens the wizard, Delete removes the draft with its receipts permanently.
Rejected: View shows the administrator's reason, Correct reopens the report as a draft. After the correction you submit again.
Submitted, Approved, Sent to accounting: View opens the report read-only.

Create the draft as soon as the trip is fixed. Add the receipts on the way, the wizard keeps every saved state.