This help article covers adding expense rows to a travel expense report. The guide instructs on recording kilometre allowances, daily allowances, and other expenses, as well as handling expenses in foreign currencies.
Table of contents
- Add an expense row
- Add another expense
- Add another expense in currency
- Add kilometre allowance
- Add daily allowance
- Frequently asked questions
Add an expense row
Each cost type has its own addition link:
- Add another expense
- Add another expense in currency
- Add kilometre allowance
- Add daily allowance
A new travel or expense row can be added from the green plus sign. The row appears on the travel expense report, from which the desired expense row can be selected from the dropdown menu. There are three different types of expense rows: Kilometre allowance, Daily allowance, and Other expense.
Add another expense
On the Other expense row, user-maintained cost types can be selected. Cost type means the same as salary type and they can be found in company-specific salary types.
You can open the view or perform the action by selecting Payroll > Payroll management > Salary model management > Company-specific salary types > Tax-exempt allowances for expenses.
The source of the salary type is then Travel expense report - expense rows.
Options can be added to the Other expense menu by adding new salary types from company-specific salary types. When the Source selection of the salary type is "Travel expense report - expense rows", the salary type will appear in the Other expense menu.
Help guide: Creating a new cost type for travel and expense entries
The Other expense row also has a VAT rate selection for handling value-added tax.
Add another expense in currency
Add another expense in currency provides the same selections as "Add another expense", but instead of euros, another currency can be chosen.
Netvisor automatically retrieves the exchange rates quoted by the European Central Bank from the previous banking day. If the European Central Bank does not quote the exchange rate, the rate for that currency will appear as zero in Netvisor, and the user must add the exchange rate themselves.
You can see the exchange rates quoted by the ECB here:
https://www.suomenpankki.fi/fi/Tilastot/valuuttakurssit/taulukot/
Add kilometre allowance
The Add kilometre allowance row contains the kilometre allowances published by the tax authority. These values are automatically updated by Netvisor annually. The unit price is automatically provided when the expense selection is made.
Add daily allowance
The Add daily allowance row in the system contains the daily allowance amounts reported by the tax authority. These values are automatically updated in Netvisor annually.
The right to compensation based on the duration of the trip remains to be determined by the user. The calendar functionality does not yet automatically calculate the number of days eligible for compensation. There is a separate Daily allowance calculator for this purpose.
Frequently asked questions
What types of expense rows can be added to the travel expense report?
There are three different types of expense rows: Kilometre allowance, Daily allowance, and Other expense.
Where can I find the cost types for the Other expense menu?
Cost types can be found in company-specific salary types.
How are exchange rates determined?
Netvisor automatically retrieves the exchange rates quoted by the European Central Bank from the previous banking day. If the rate is not quoted, it must be added manually.
Does the system automatically calculate daily allowance days?
No, the calendar functionality does not yet automatically calculate the number of days eligible for compensation, and the right to compensation remains to be determined by the user.
Keywords
Expense row, kilometre allowance, daily allowance, other expense, currency, salary type, travel expense report, ECB, exchange rate
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