This guide covers the creation of a new travel and account of expenses, management of basic data, adding participants, and deleting a travel expense report in Netvisor.
With the Netvisor mobile application, you can conveniently record working hours and travel expense reports. Read more: Netvisor mobile application
CONTENT
- Creating a new travel and account of expenses
- Basic data of the travel expense report
- Open travel and account of expenses
- Deleting a travel expense report
- Approval process of the travel expense report
- Permissions
- Frequently asked questions
Creating a new travel and account of expenses
To create travel expense reports for a company, the Travel -additional service must be selected from Netvisor Store. Additionally, the Employee's basic data must have the "Chargeable services" section active with the Travel service.
You can create a new travel expense report by selecting Travel > New travel expense report.
- Create a new travel expense report by selecting Travel section "New travel expense report". Alternatively, select "Create new" menu from the right side of the Netvisor homepage.
Basic data of the travel expense report
Provide the basic data of the travel expense report when creating a new travel expense report.
The basic data of the travel expense report includes the title, description, and participants. In the basic data, you can also set exceptions for the factual verifier and/or approver. By default, the travel expense report follows the approval process built in the company hierarchy. You can edit the travel expense report information through the "Edit title information" link.
Travel title
Provide a name that describes the travel expense report as the travel title. You can use this in the detailed search of the travel expense report.
Description
Write a free-form text that clarifies or complements the title information.
Participants
The travel expense report must have at least one participant to whom the expense rows will be paid. Expense rows can only be created for individuals selected as participants from the list.
- Select a participant from the list.
- Select multiple participants by holding down the Ctrl key while selecting individuals.
If the user is created as an employee, they will see themselves on the list and can thus create travel expense reports for themselves. The user also sees other employees according to their hierarchy rights. To add participants, the user must have factual verification and/or approval rights at the desired company hierarchy level. A user with the payroll accountant (P) role sees all employees on the list.
The list shows both active and passive employees. The list also includes employees who no longer have the Travel service active. However, new expense rows cannot be added for such users.
Help: Payroll billing principles
Factual verifier of the travel expense report
By default, factual verification of travel expense report rows occurs according to the hierarchy rights of the company hierarchy. In this case, this row appears empty in the basic data of the travel expense report.
Factual verification is an optional choice and can be enabled or disabled in the payroll settings.
You can edit the settings by selecting Payroll > Settings > Payroll settings.
If you want to expand the processing or set an exception, select an approver for the travel expense report who will receive approval rights for all rows of the travel expense report.
The factual verifier selection list includes users who have factual verification rights for some hierarchy level.
Approver of the travel expense report
By default, approval of travel expense report rows occurs according to the hierarchy rights of the company hierarchy. In this case, this row appears empty in the basic data of the travel expense report.
Help: Permissions: Factual verification and approval of travel expense reports
If you want to expand the processing or set an exception, select an approver for the travel expense report who will receive approval rights for all rows of the travel expense report.
The approver selection list includes users who have approval rights for some hierarchy level.
Help: Company hierarchies
Editing basic data
- Edit the basic data of the travel and account of expenses by selecting "Edit title information" from the top right corner.
- Make the necessary changes in edit mode.
- Save the changes by selecting "Save". The button is located below the basic data (or unfinished travel expense report rows, if any).
Open travel and account of expenses
Navigate to the travel and expense entry processing view by drilling down from the travel expense report name (e.g., from the travel expense report listing). You can also access the travel expense report view when creating a new travel expense report after providing the basic data.
Deleting a travel expense report
- Select "Delete travel expense report" from the top right corner of the page.
- Confirm the deletion when the program asks "Are you sure you want to delete the travel expense report and all its rows?".
Approval process of the travel expense report
The approval process of travel expense reports, from row creation to payment, is described step-by-step on its own help page.
Read more: Processing travel and account of expenses
Permissions
To access the travel expense report view, read or edit rights are required in the payroll function-specific rights for "Management of travel expense reports" in time management. Read rights allow viewing events, but creating a travel expense report requires edit rights.
Permissions related to the processing of travel expense reports are detailed on their own page: Permissions: Factual verification and approval of travel expense reports
Frequently asked questions
What additional services are required for creating travel expense reports?
The company must have the Travel additional service active, and the employee's data must have the Travel service active.
Can a travel expense report have multiple participants?
Yes. You can select multiple participants from the list by holding down the Ctrl key while selecting individuals.
Can I add expense rows for a passive employee?
No, you cannot. Although passive employees appear on the list, new expense rows cannot be added for them.
How can I edit the basic data of a travel expense report?
You can edit the information by selecting "Edit title information" from the top right corner.
How do I handle hotel breakfast on an account of expenses?
When recording an account of expenses for a hotel stay, remember to record the portion of the hotel breakfast with a 0% vat rate and the stay with the current vat rate as separate rows.
Keywords: Travel expense report, Account of expenses, Netvisor, Travel service, Factual verification, Approval, Participants, Management of travel expense reports, Payroll
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