The travel expense processing process includes the verification, (review), approval, and finally payment of the travel expense report. Reviewing is an optional choice. The approver and reviewer of travel expense reports are selected from the company hierarchy. Travel and expense reports can be paid directly from Netvisor or during payroll processing. 

CONTENTS

Travel and expense report circulation and processing process

The approval cycle of travel expense reports refers to the journey of expense lines from entry to payment. This guide page describes this process in its entirety with its different stages.

  1. The employee adds a new travel and expense report, which they save and finally verify. Once the travel and expense report is verified, it moves to review or approval.
  2. The supervisor checks and, if necessary, edits the travel and expense report. The supervisor reviews and approves the travel expense report. Once the travel and expense report is approved, it moves to the payment phase. The travel expense report can only be approved, in which case it is paid during payroll processing, or approved and directly transferred to payment.
  3. The approved travel expense report is paid during payroll processing. Approved travel expense reports appear on the payroll statement "Check selected payroll bases" phase. Under the heading "Travel and expense entries", approved travel expense reports are shown, which are by default selected for payment on the payroll statement. Verified travel expense reports are also visible, and they can be approved and selected for payment on the payroll statement at this stage, but they are not selected by default.

    If the travel expense report is not to be paid on the generated payroll statement, the check is removed from the expense line and "Save" is selected. The approved travel expense line then returns to verified status. The expense line must be reviewed and approved again for payment.

    When the expense line is selected for payment on the payroll statement, the expense line appears in the payroll statement line details.

    The details of the expense line generated from the travel expense report are shown on the "Working hours, travel, and absences" tab of the payroll statement. Expense lines added manually to the payroll statement do not appear in the travel expense report details.

    The expense line can be removed from the red cross if it is not intended to be paid on the payroll statement. When the payroll processor removes the selection of the expense line and saves the information, the expense line returns to unpaid status on the "Open travel and expense reports" page, and the previous approval mark remains visible on the travel expense report expense line.

  4. "Approve and transfer to payment" transfers the travel expense report to the "Pay travel and expense reports" page, from where the travel expense report is transferred to payment, and the charge is deducted from the company's account. A user with payment rights can transfer the expense report to payment. 
  5. When the travel and expense report is paid, a receipt is immediately generated for the directly paid travel expense report in the accounting according to the payment date.
    For travel and expense report lines paid through the payroll statement, the accounting entries come to the payroll statement receipt according to the payroll statement receipt entry date.

User rights

The user rights and settings required for processing travel and expense reports are described separately on their own page, which goes through the effects of user rights and roles, as well as building the company hierarchy for the approver. 

Read more: Travel expense report review and approval

Travel expense reports can only be created for a person who is an employee in the company, and the employee must have the Travel service enabled.

Employees can be given the "Employee" profile from payroll user rights, which automatically provides function-specific rights for time recording and creating travel expense reports.

The "Employee" profile includes function-specific rights for time management and employee management. Without approval rights granted from the company hierarchy, the employee only sees their own working time and travel expense report information.

 

Notification view rights

In the Netvisor user interface, it is possible to notify the approver of unreviewed and unapproved travel expense reports.

Mass review and approval of travel expense reports occur in Travel > Approve travel and expense reports.

Your own travel expense reports to be reviewed and approved can be found most easily through the notification view, from which you can access the mass processing view of travel expense report lines.

Travel expense report lines can be processed in bulk from the mass processing view or one travel expense report line at a time by drilling down into the travel expense report.

Creating a new travel expense report

The circulation of a travel expense report begins with creating the travel expense report. A user can create a new travel expense report through different routes:

From the "Create new" menu or from the user interface menu under Travel > New travel expense report.

The travel expense report can also be conveniently created directly via Mobile.

Verification of travel and expense report

Created travel expense report lines must be verified (1) so that they move to be reviewed and approved. The completed lines that are to be verified are selected and transferred to approval with the verification button.

An incomplete line can also be removed from the red cross at the end of the line.

Reviewing and rejection during review

If the review phase is enabled in Payroll settings, the expense lines are reviewed after verification. 

 

If the company is small and the same person reviews and approves travel expense reports, the review phase may be unnecessary and does not need to be enabled, in which case the lines move directly from verification to approval.

Lines that are in order are selected and marked as reviewed (2) with the review button.

The name of the reviewer and the time of review remain visible under the line in the log.

Rejection during review

The expense line of a travel expense report can also be returned to the previous phase as open by rejecting it from the red arrow at the end of the expense line. After this, the expense line of the travel expense report must be verified again to be reviewed again.

 

Approval and rejection

From the review, the expense line of the travel expense report moves to the selected approver for approval. The approver can be defined behind the employee's information, according to the company hierarchy, or overridden in the travel expense report information. Read more travel expense report review and approval.

Approval

After the review, the expense lines must be approved. Only approved expense lines can be transferred to payment or paid during payroll processing. If the approver also has payment rights, they can choose to transfer expense lines directly to payment during approval.

"Approve selected" button (3) allows the payment of travel expense report lines during payroll processing.


"Approve and transfer selected to payment" button (4) transfers travel expense reports to the "Pay travel and expense reports" page.

Detailed instructions later in this user guide under Payment.

The name of the approver and the time of approval remain visible under the expense line in the log.

Rejection

The expense line of a travel expense report can also be rejected and returned to the review phase from the red arrow at the end of the expense line. The approval information on the rejected line remains saved.

Payment and payroll notification

Expense lines of a travel expense report can be paid from Netvisor either during the payroll statement or with a separate bank transfer. In both cases, a payroll notification is automatically generated for a travel expense report that contains information to be reported to the income register, such as mileage allowances and daily allowances. During the payment phase, there is an option to send the generated payroll notification to the income register. 

The sent notification is visible under Payroll > Payroll processing > Payroll notifications. 

User guide: Travel expense reports to the income register

To ensure that payroll notifications are generated correctly, the income type allocations for Netvisor's "Tax-free cost reimbursements" payroll types must be set under Payroll > Payroll processing > Payroll model management > Company-specific payroll types > click on payroll type > income type.

Example of income type allocation:

For the payroll type "Full daily allowance," the income type 331 Daily allowance is given in the company-specific payroll type settings. In addition, the type of daily allowance is selected from the dropdown menu, in this example, the choice is "Full daily allowance."

Payment from Netvisor during payroll processing

If the travel expense report is to be paid through payroll processing, select "Approve selected" (3).

Payroll > Payroll processing > Payroll statements and periods

If the expense line is to be paid during payroll processing and not directly as a bank transfer, the expense line should not be transferred to payment on the "Pay travel and expense reports" page but left in the "Approved" status, from which the payroll processor knows that the line is ready to be paid on the payroll statement. When the expense line of the travel expense report is approved, the travel expense report appears under the "Unpaid travel expense reports" heading.

In payroll processing, the expense lines of the travel expense report appear in the "Check selected payroll bases" phase.

All approved and unpaid travel expense report lines of the employee are visible in payroll processing during the payroll base check. By default, only lines in the "Approved" status are selected for payment on the payroll statement along with the payroll.

Other expense lines can also be selected for payment, in which case their status is directly updated to approved. The selected expense lines are included in the payable amount of the payroll statement and appear in the line details of the payroll statement.

The accounting receipt is generated when the accounting receipt is created in the payroll processing process.

Payment in the payment view

"Approve and transfer selected to payment" option (4) transfers the expense lines of the travel expense report to the "Pay travel and expense reports" page.

If the expense lines of the travel expense report are to be paid separately from the payroll, the lines are approved and then transferred to payment, and payment occurs from the payment view and not through payroll processing.

Travel > Travel and expense reports > Pay travel and expense reports

If the approver also has payment rights, they can approve and transfer the lines to payment without an intermediate step. It may also be that a different person approves and pays travel expense reports, in which case the approver does not even see the payment buttons due to their rights but only handles approval, and another person transfers the lines to payment.

A recipient-specific bank transfer payment is generated from the selected lines, which can be paid in the payment view. If travel expense report lines are selected for the same person from multiple different travel expense reports, they are combined into one payment in the payment process. At the same time as the lines are selected for payment, an accounting receipt is generated from them according to the payment date.

If the program gives an error message "Sending the material failed. Try again later." when selecting "Continue to confirmation view" and "Send to payment," check the company-specific payroll types in payroll model management to ensure that all payroll types have accounting settings for both debit and credit sides.

Payroll > Payroll processing > Payroll model management > Company-specific payroll types 

Payment fails if accounting settings are missing from payroll types.

Travel and expense report paid through another system and marked as paid in Netvisor

The travel expense report has already been paid to the employee through another system, and instead of payment, the travel expense report is to be marked as paid in Netvisor. In this case, the travel expense report is marked as paid by recording a travel advance of the same amount to the employee through the "Salary and travel advances" section, as the amount of the travel expense report to be verified.

You can record the travel advance under Payroll > Payroll processing > Salary and travel advances > Add new salary or travel advance

  • Select Type: "Travel advance"
  •  M 
  • Save and mark as paid

The travel expense report to be verified must be in the "Travel expense reports awaiting payment" status to be visible on the "Pay travel and expense reports"  page.

You can access the payment view under Payroll > Payroll processing > Pay salaries or Travel > Travel and expense reports > Pay travel and expense reports

By clicking the checkbox in front of the employee's name, the details of the travel advance to be allocated open:

Allocate the travel advance for the amount of the travel expense report so that the "Paid" line has a balance of zero.

Then select the account to be used and "Continue to confirmation view"
Send the material to the bank normally. No money is transferred to the employee because the payable amount is zero. The payment transaction allocates the travel expense report and travel advance to each other, and the program generates an accounting receipt from the transaction. A payroll notification must be taken care of for the travel expense report to the income register, so even for a travel expense report whose payable amount remains zero after the advance is verified, a payroll notification is generated to be sent to the confirmation view.

Paid travel and expense reports

Finally, the lines appear as paid. Travel expense reports paid through the "Open travel and expense reports" page can be retrieved for display through the advanced search by selecting paid travel expense reports to be shown.

Accounting and receipts

Travel expense report paid through payroll processing 

The accounting receipt is generated when the accounting receipt is created in the payroll processing process for the payroll statement.

Travel expense report transferred to payment

The accounting receipt is generated according to the payment date.

Travel expense report paid elsewhere

The receipt is generated immediately when the zero-sum travel expense report is paid from the payment view by allocating it to the travel advance.

 

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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