Enter travels

This article explains how to record travel expenses and fees in Severa, attach receipts to travel expenses, and create a travel reimbursement from recorded travel expenses. The instructions are divided into Severa’s web version and Severa’s mobile app. Key points about travel expenses and travel reimbursements:

✔️ With the mobile app, you can record travel expenses and add receipts to expenses
✔️ You can create a travel reimbursement only in Severa’s web version
✔️ You cannot create a travel reimbursement on behalf of another user

Before you start

Available travel expense types and products for fees are defined in Severa Settings, under Work time, travel expense, and product registers. If the travel expense type or product you need is missing, ask your Severa main user to add it. You can attach only PDF or image files as receipts.

How do I create a travel expense in Severa’s web version?

You can add a travel expense either from the Time & expenses view or directly on a travel reimbursement.

Adding a travel expense from the Time & expenses view

1. Open the Time & expenses view.
2. Click the arrow next to the Add work hours button and select Add travel expense.
3. Search for and select the project and phase for which you are recording the expense.
4. Select the expense type and enter the information required for that type:
   • Mileage: number of kilometers or miles
   • Per diems: number of days
   • Other expenses: expense amount and VAT percentage
5. If needed, select No reimbursement required (see below when to use it).
6. Attach a receipt if needed (see How do I add a receipt to a travel expense in Severa’s web version?).
7. Save the travel expense.

Adding a travel expense directly on a travel reimbursement

1. Open the travel reimbursement.
2. Select Add travel expense.
3. Fill in the details in the same way as in steps 3–7 above.

When should I select No reimbursement required?

Select No reimbursement required when the expense will not be reimbursed to you, for example when you have paid the expense with a company credit card.

How do I create a travel expense in Severa’s mobile app?

Travel expenses and receipts you record with Severa’s mobile app are immediately visible also in Severa’s web version. Read more about getting started with the app in the article Severa-mobiilisovellus.

1. Open Severa’s mobile app and login.
2. Start recording by tapping the plus button + Kulu.
3. Select the project and phase for which you are recording the expense.
4. Select the travel expense type and enter the information required for that type (kilometers, days, or amount and VAT percentage).
5. If needed, select No reimbursement required.
6. Add a receipt if needed (see How do I scan or add a receipt to a travel expense in Severa’s mobile app?).
7. Save the travel expense.

How do I add a fee in Severa’s web version?

1. Open the Time & expenses view.
2. Click the arrow next to the Add work hours button and select Add a fee.
3. Search for and select the project and phase.
4. Select the product and enter the required information.
5. Save the fee.

How do I scan or add a receipt to a travel expense in Severa’s mobile app?

1. Open a new or existing travel expense in Severa’s mobile app.
2. Add a receipt by selecting Add attachment:
   • Take a photo: take a photo of the receipt with your phone camera
   • Select image: attach an image saved on your phone
   • Select PDF file: attach a file from your phone’s file folder
3. Save the travel expense. The receipt is immediately visible with the travel expense also in Severa’s web version.

How do I add a receipt to a travel expense in Severa’s web version?

Add a picture of the receipt to the travel expense if necessary. There are three different ways to add a receipt:

1. Open the travel expense to which you want to attach a receipt. You can attach only PDF and image files. If you try to attach another file type, Severa will notify you of the incorrect file format and the file will not be saved.
2. Add a receipt to the travel expense directly from your computer by dragging and dropping it to the designated area, or select a file from your computer files from Browse from your files.

Only PDF and image files are allowed. If you add other types of files, the system will notify you of the incorrect file format, and the file will not be saved.

Good to know about receipts

• One receipt can be linked to several travel expense rows.
• One travel expense row can include several receipts.
• You can add new receipts even if receipts have already been added.
• You can browse the receipts of a travel expense using the arrows at the top of the view.

When all attachments are added, you can review them using the arrows above the view.

How do I create a travel reimbursement from recorded travel expenses in Severa’s web version?

You can create a travel reimbursement only in Severa’s web version. On the right side of the Time & expenses view, you can see travel expenses that can be added to a travel reimbursement grouped by category and your most recent travel reimbursements.

Creating a travel reimbursement from recorded travel expenses

1. Open the Time & expenses view.
2. Open the Waiting to be reimbursed view on the right.
3. Click Create travel reimbursement.

Creating an empty travel reimbursement

1. Open the Waiting to be reimbursed view.
2. Click the Create empty travel reimbursement button next to the Create travel reimbursement button.
3. Add travel expenses to the reimbursement by selecting Add travel expense.

Viewing previous travel reimbursements

In the Travel reimbursements view, you can see the most recent travel reimbursements in descending order. Open a travel reimbursement by clicking it. Read more detailed instructions on handling travel reimbursements in the article Creating a travel reimbursement.

Keywords: travel expenses, travel reimbursement, mobile, mobile app, expenses, receipts, scanning, adding receipts, adding travel expenses, expense claim

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