This guide covers how to create, edit, and approve travel and expense claims using the Netvisor mobile application. The application enables efficient management of travel claims, including recording domestic and international daily allowances and mileage reimbursements. The guide also provides instructions on adding attachments and editing travel claim lines.

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Creating travel and expense claims with the Netvisor mobile application

The Netvisor mobile application's travel claim recording allows efficient management of travel-related expenses directly from a mobile device. The application enables the creation and editing of travel claims, and it allows easy recording of both domestic and international daily allowances. This makes managing travel claims simple and flexible anytime and anywhere. A new travel claim is automatically saved as verified and moves either for review or approval.

On the Travel and Expenses homepage, you can view your travel claims, which show the status of the travel claim. 

  • Draft (Open)
  • In Approval (Awaiting review)
  • Reviewed (Awaiting approval)
  • Approved
  • In Payment
  • Paid
  • Multiple statuses

Paid travel claims are highlighted in green.

Adding a new travel and expense claim

A new travel claim is created in the application by selecting "Travel and Expenses" from the menu and then "New travel or expense".

  1. Provide a title for the travel or expense
  2. Add a description if necessary
  3. Select "continue"
  4. Choose the appropriate expense type:
  • Expense
  • Mileage reimbursement
  • Daily allowance - Domestic
  • Daily allowance - International

Provide the necessary information according to the expense type, such as quantity, unit price, VAT %, and date, and save. Additional options allow you to add a cost center and explanation for the expense. The default accounting objects for the employee are automatically selected,

Save button saves the entered expense details and the travel claim title information when the first line is saved. After the first save, you can add new expense lines to the travel claim if necessary.

Attachments

You can add one or more attachments to an expense line by taking a photo, selecting from the gallery, or adding a file. Adding a PDF attachment to an expense line is also possible from the phone's folder where the file is saved, for example, from an email. 

Adding mileage reimbursement

Adding mileage reimbursements is done by entering the corresponding information as with other recording methods. Select the mileage reimbursement type, quantity, i.e., driven kilometers, unit price, which is defaulted based on the mileage reimbursement type, date, and route. You can also indicate the number of passengers. This affects the unit price by increasing the unit price by the amount confirmed by the tax authority for each passenger. Additionally, you can add an explanation, accounting objects, and an attachment to this expense type.

Adding domestic daily allowance

Adding a daily allowance is possible with the daily allowance calculator, which automatically calculates the daily allowance amount based on the provided information:

  • departure time and return time
  • free meals

Additionally, you can optionally provide an explanation, accounting objects, and an attachment from additional options.

Adding international daily allowance

International daily allowance is also added using the calculator by providing the necessary additional information. Enter the entire travel route, including all transitions between countries, such as flights and ferry trips.

The time zone is by default local time. It can be changed if necessary.

  1. 1/3 Start your journey from Finland
    When you leave home or home office: Date and time
  2. Departure and arrival time is the time when your flight/ferry/train/car left the area/country usually indicated on your ticket.
    Departure: date and time and time zone
    Arrival: date and time and time zone. Also select the country you arrive in.
  3. Add a new destination/route if necessary
  4. Ending the journey
    When you returned home or to the home office: date, time, and time zone
  5. Select "continue"
  6. 2/3 Free meals
    Select "Add" according to how many free meals are included in the journey on the following days (Breakfast is not counted)
  7. Select "continue"
  8. 3/3 Submit daily allowance
    Check and submit daily allowances. At this point, it is still possible to add cost centers and an explanation from additional options.
  9. Finally, select "save" when the travel claim creation is complete.

Editing and deleting a line

A saved line can be edited in the application if it has not yet been approved or paid. Editing is done by selecting the travel claim to be processed and clicking the line to be edited. Change the information and save.

If necessary, you can also delete a travel claim line by navigating to the line. The condition for deletion is that the line has not yet been approved or paid. Deleting an entire travel claim is possible when all travel claim lines have been deleted first.

Approval of travel claim

Travel claim lines are directly saved in the "Verified" status and are immediately available for approval by approvers in the Netvisor browser version. As the creator of the travel claim, you do not need to take any actions other than reporting and saving the information to receive your money from the travel claims. Travel claims are approved and paid according to the company's practice.

Keywords: Netvisor mobile application, travel claim, expense claim, daily allowance, mileage reimbursement, attachments, approval, mobile device 


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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