Travel with allowances
Before a travel can be registered, the mandatory Claim information must be entered. The main purpose of this section is to view and enter details that are common for your entire claim.
This section is opened by default when creating a new claim and is only possible to close when all required fields are entered. The following fields are included in this section:
| Field | Description | Mandatory/Optional |
|---|---|---|
| Claim description | Name of the entire claim, eg. Conference in Oslo. | Mandatory |
| Cost units | If a cost unit is selected as default, this is shown here. Whether you can change the cost units or not is depending on the company settings set by the administrator in your company. For more details, see: Claim registration settings | Optional |
| Position and Organisation unit | Only available for eHRM companies (NO). | Mandatory |
When the General information is saved, it is possible to start the travel registration. To create a new travel, click the button Continue.
Note: It is only possible to create a travel with allowance when the settings for allowing allowances on travel registration is enabled by administrator. You can find this setting here (visible for administrators only): Claim registration settings
Travel information
When adding a new travel, a popup is displayed where travel details can be entered. The options available in the popup are dependent on the country and company settings. When a new travel is initiated, the popup uses default values.
| Field | Description |
|---|---|
| Purpose/event | Purpose or Event of the travel. |
| Date an places | Travel dates can be registered by clicking the dates from the calendar and selecting the hour. Click first on the start date of the travel, select the hour, then click the end date and select the hour. The home country will be selected by default. If the travel is abroad, select a different destination by using the drop down list. |
| Travel type | Depending on the company settings, daily allowance or no daily allowances can be selected for the travel. If the travel is a private stay, then no daily allowances will be calculated. |
| Travel to more places | When clicking this link, a new line appears where information about the next destination can be added. |
| Next | When all mandatory fields are entered, select next and the page will be saved. Section for Meals and lodging will then be opened. |
| Cancel | The pop up will be closed without saving. |
Assign cost units
It is possible to assign different cost units on the allowances. Then the allowances amount will be assigned to the cost units selected.
It is also possible to do a split on different cost units on different percentages by changing the percentage value to less than 100%. When clicking on the link +Split cost unit, a new row is added where a different cost unit can be selected. The total for all the different cost units must be 100%.
Meals options
When travel information is entered, the section for Meals and lodging will be opened.
To ensure all the correct information is gathered, this sections has different fields / buttons based on rules and regulations.
What is entered in this section will, together with details from the travel information, determine the allowance amount that you are entitled to get.
The Meals and lodging section contains the following fields.
| Field | Description |
|---|---|
| Set for all dates | If you select ‘Set for all dates’, you can choose whether the meal options should apply to all dates in the travel. |
| Set per period | If you select ‘Set per period’, you can choose whether the meal options have different values within a period/travel. |
| Breakfast /Lunch / Dinner | When ‘Included in lodging’ (the meal is included in the price of your accommodation) or ‘Meal covered’ (when the employer has paid for the meals) is selected this will result in a deduction in the allowances. The deducted amount depends on the type of meal. For Finland and Sweden you have a drop down for meal options. For Norway and Denmark you have a toggle on / toggle off for meal options. Diet domestic hotel over 24 hours. Breakfast is normally included in the hotel price, and is suggested as default. The user can change the selection if necessary. It will only be standard when the travel is more than a day (24 hours) and the accommodation type is hotel. |
| Lodging type | The allowance calculated depends on the selected lodging type. When Private accommodation is selected, Night allowance is checked automatically and an additional night allowance per period will be added. The lodging type Travel during night can be used to get allowances for day travels that are during night (more than 5 hours between 22:00 and 06:00). |
| Night allowance | If checked, night allowance will be added to the allowances for each period where this is selected. |
Lodging information (Only for Norwegian companies)
It is mandatory to fill out lodging information for accommodation at a hotel or boarding house/room without cooking facilities.
The following fields have to be filled out:
- Hotel name and address
The Until date is per default set to the end date of the period.
If you have used multiple lodging, select ‘Add more’ and you will be able to select and add the Hotel name and address as well as the date for multiple lodging.
At the bottom of the screen you will see the summary of the travel. How many breakfasts, lunches and dinners are calculated, as well as how much is calculated in the diet, how many meal deductions and the total amount for allowance.
View details
It is possible to view more detailed information when clicking on the added travel / allowance. The following information will be shown:
| Field | Description |
|---|---|
| Taxable / Tax free | Shows taxable and tax free amount, including the currency. |
| Allowance details | Shows start and end date of the travel. All allowance types of this travel including amount and currency . |
| Lodging details | Shows the lodging details. |
| Cost units | Shows the selected cost units. |
| Project details | Only for ERP integration. |
| Re-invoice to customer | Only for ERP integration. |
Edit/delete created travel
It is possible to edit or delete a travel registration by using the action buttons. To edit a travel, click on the pen symbol. The popup that appears will contain all the travel details previously saved for this travel.
To delete a travel, click on the trashcan symbol. If a travel is deleted, the allowances associated with the travel are also removed. However, no mileages or expenses are removed. You will be presented with a warning that informs about this when deleting.
Several travels in the same claim
Within the same claim, it is possible to register several travels. Once a travel is saved, you are able to register another travel by clicking the Add allowance button. The travels can not overlap as Visma.net Expense will validate on dates and time.