This guide covers the management of travel and expense reports, examines invoices grouped by different statuses, and provides instructions on using search functions and access rights.

Travel > Travel and expense reports > Open travel and expense reports

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Travel and expense entries

View travel expenses grouped by status on this page. Open a travel expense report by selecting its title.

Note that if Factual verification is included in the travel and expense report cycle from payroll settings, a separate title will appear before approval.

Unsettled travel expenses

View travel and expense reports under the title that contain incomplete expense rows.

Unverified (optional)

View travel and expense reports under the title that have been settled but not yet factually verified.

Unapproved travel expenses

Note that once a travel and expense report row is settled, they move to await approval.

Choose one of the following options for travel expense approval: Approve selected or Approve and transfer selected for payment.

Approve selected

Move travel and expense rows to the phase under Unpaid travel expenses title. Note that travel and expense rows are then paid during the payslip creation.

Approve and transfer selected for payment

Move travel and expense rows under the title Travel expenses awaiting payment. Note that travel expenses are then paid from the Pay travel and expense reports menu.

Unpaid travel expenses

After approval, travel and expense rows remain waiting until they are paid during payroll processing.

Travel expenses awaiting payment

Travel and expense reports can be found at Travel > Travel and expense reports > Pay travel and expense reports, from where they are transferred to the bank for payment directly via bank transfer.

Add new travel expense

Create a new travel expense report. You can also create a new travel expense report from the travel expense listing. Select the link at the top of the page for creating a new travel expense report.


Restrictions on own or direct subordinates' travel expenses

Limit visibility to only those travel expenses in which you are involved (participant or travel expense creator) by selecting the Show only own travel expenses link. Search for paid travel expenses related to yourself through advanced search.

Search for paid travel expenses through advanced search:

  1. Open advanced search.
  2. Select Show paid for the search.

Search functions

Basic search
Quickly filter travel expenses using a keyword. Note that the keyword searches for matches in the travel expense report's name and participants.

 


Filter visible travel expenses using a keyword or enable advanced search by selecting the Advanced search link in the upper right corner of the page.

 

Search results

Note that after the search, travel expenses are no longer grouped by status, but all are displayed under the same Search results title. Return to the Open travel and expense report view by selecting the Travel and expense entries tab.

Unallocated purchase invoice rows

Perform credit card transaction allocation to travel expense report and travel expense row allocation to travel expense report by selecting the second tab in the travel and expense report listing.

Access rights

Note that access rights, roles, and factual verification and approval rights affect which travel expenses are seen in the listing and what the user can drill down into.

Read more: Access rights: Factual verification and approval of travel expenses

Ensure that the travel and expense report listing and travel expense management have editing rights in the function-specific rights for travel expense management. The required right is ready in the following profiles: Approver, All rights, Employee, Company management.

Frequently asked questions

Where can I find all open travel and expense reports?
You can find them by selecting Travel > Travel and expense reports > Open travel and expense reports.

How can I search for already paid travel expenses?
Use the "Advanced search" function and select "Show paid" as the search criterion.

Keywords: travel expense report, account of expenses, approval, factual verification, payment, search, access rights.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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