Travel Expense Report - Registering a Travel Expense Report

 ✈️ Create a Travel Expense Report

Step 1 – Open the Expense App

1. Open the Expense App
2. Tap the Plus (+) Icon
3. Select Create Travel Expense Report

✅ A new travel expense report is created.

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Step 2 – Enter Travel Information

Complete the basic trip details:

Required Information

• 🏷️ Trip Name – Give the trip a descriptive name
• 📝 Description – Enter the purpose of the trip
• 📁 Internal Accounts – Select cost centers, projects, or other internal accounts if required
• 🌍 Trip Type – Choose:
  • Domestic
  • International

✅ This information helps ensure correct accounting and reporting.

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Step 3 – Enter Travel Dates and Times

Provide the travel period details.

Travel Start

• 📅 Departure Date
• ⏰ Time you left home

Travel End

• 📅 Return Date
• ⏰ Time you returned home

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Additional Information for International Travel

For international trips, also enter:

• ✈️ Time you left your home country
• 🛬 Time you returned to your home country

✅ Expense uses this information to calculate international per diem allowances correctly.

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Step 4 – Save the Travel Report

Once all travel information has been entered:

1. Click Save

For international travel:

• ➕ iPhone: Tap the Plus Icon
• ✏️ Android: Tap the Pencil Icon

to add destinations.

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Step 5 – Add Meal Information

If meals were provided during the trip:

1. Select the appropriate meal types
2. Add meal deductions where applicable

Expense automatically adjusts the per diem allowance according to company settings and applicable travel rules.

✅ This ensures accurate allowance calculations.

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💡 Pro Tip

Create the travel report on the first day of your trip.

During the trip, you can:

• 📷 Add receipts
• 🍽️ Register meals
• 🚗 Add mileage
• ✏️ Update trip details

When you return, simply update the end date and submit the report immediately.

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📷 Add Expenses to Your Travel Report

If your company allows expenses to be submitted together with travel reports, you can add receipts directly to the report.

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Step 1 – Open the Travel Report

1. Open the Expense App
2. Create a new travel report or open an existing one
3. Select To Report

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Step 2 – Add Receipts

1. Open the Expenses tab
2. Tap the Plus (+) Icon
3. Choose:
   • An existing expense
   • A previously captured receipt
   • Create a new purchase

✅ The expense is attached to the travel report.

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Step 3 – Book the Expense

1. Select the appropriate account
2. Or use Purchases for quick options
3. Verify:
   • VAT amount
   • Cost allocation
   • Internal accounts
4. Click Save

✅ The expense is now fully registered.

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Representation Expenses

For business entertainment or representation:

1. Select Representation during the booking step
2. Enter:

• 👥 Number of attendees
• 🧑 Names of attendees
• 🎯 Purpose

For external representation:

• 🏢 Enter the company name

✅ The transaction is now compliant with representation requirements.

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Submit the Travel Report

If your company setup does not require manual booking of transactions:

• ✅ Submit the report once all expenses have been added

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🚗 Add Mileage to Your Travel Report

If your company reimburses business mileage, you can add mileage directly to the travel report.

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Step 1 – Open the Mileage Section

1. Open the travel report
2. Select To Report
3. Navigate to the Mileage tab

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Step 2 – Add a Mileage Entry

1. Tap the Plus (+) Icon
2. Enter:

• 📅 Date
• 🚗 Vehicle Type
• 📏 Number of Kilometers
• 📍 Destination
• 📝 Comments (optional)

✅ The mileage claim is added to the travel report.

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Step 3 – Save and Submit

1. Save the mileage entry
2. Review all report details
3. Submit the report

✅ Your mileage reimbursement is included in the travel expense report.

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Benefits of Using Travel Expense Reports in Expense

✅ Automated Per Diem Calculations

Expense automatically calculates allowances based on travel duration and destination.

📷 Centralized Expense Management

Keep receipts, mileage, and travel information together in a single report.

🚗 Mileage Integration

Register vehicle use directly alongside travel expenses.

⚡ Faster Processing

Submit one complete report instead of several separate claims.

📊 Better Financial Control

Ensure all travel-related expenses are documented and approved together.

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💡 Best Practice Tips

• ✅ Create the travel report before your trip starts
• 📷 Add receipts throughout the trip
• 🍽️ Register meal deductions immediately
• 🚗 Record mileage as it occurs
• 📅 Verify travel times carefully to ensure correct per diem calculations

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❓ Frequently Asked Questions (FAQ)

Can I add expenses after creating the travel report?

Yes. Expenses can be added at any time before submission.

Can I register mileage in the same report?

Yes. Mileage entries can be added directly to the travel expense report.

Do I need to enter meal deductions?

Yes, if meals were provided during the trip and your company policy requires per diem adjustments.

How are international allowances calculated?

Expense uses the travel dates, destination, and border crossing times to calculate the correct allowance.

Can I submit the report from the mobile app?

Yes. Travel reports can be created, updated, and submitted directly from the Expense app.

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✅ Summary

• ✈️ Create domestic and international travel expense reports directly in the Expense app
• 📅 Enter travel dates, times, and destinations
• 🍽️ Register meals for per diem adjustments
• 📷 Add expense receipts during the trip
• 🚗 Include mileage reimbursement in the same report
• ✅ Submit one complete report for approval
• 🚀 Simplify business travel administration with Expense