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Travel reimbursement (Add-on)

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Description

Travel reimbursement simplifies travel expense reporting, billing and reimbursement. Users create Travel reimbursement requests by entering expenses for transportation, accommodation and Per diem in relation to cases. Receipts are attached electronically, and the request is submitted for approval. Supervisors locate Travel reimbursement requests in Visma Severa, and are able to review, edit, export and approve expenses. Once approved, expenses are automatically available in the case for billing.

Follow the purchase process to activate this add-on

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Settings

Through Tools in the top menu, click on Settings and locate the Travel expenses, Travel reimbursement numbering, Travel options and Access rights profiles pages to configure travel settings according to the information in the relevant section below. 

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Travel expenses

The Travel expenses page in Settings acts as a directory of possible travel expenses for the company. Expenses are added, edited and deleted on this page according to Access rights.Travel expenses are divided into three categories, including Mileage, Per diem and Other expenses. Expenses consist of a Name, Code, Travel type, Price and Tax. Mileage expenses also include a Unit (e.g. km for kilometers or mi for miles) which is necessary to calculate the price per unit. Other expenses includes the option to Show time frame if desired. See instruction how to add or edit travel expenses.

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Travel options

Through the travel options you are able to define travel reimbursements statuses, travel entry invoicing -settings, travel entry closing date and add instructions what is shown when creating new travel reimbursement.

  1. Open Tools > Settings > Travel options
  2. Statuses: Travel reimbursement statuses identify the stages that reimbursement requests move through during the process of drafting, reviewing and approving Travel reimbursement requests. By default, there are four statuses including Draft, Waiting for approval, Approved and Rejected. Statuses are ordered progressively, and changing the order will affect how statuses are displayed in drop-down menus. Statuses can be marked as Read only, meaning that requests with this status can’t be edited except to change the status. Normally, Waiting for approval and Approved statuses are read only. Or, statuses can be marked Approved meaning that requests with this status are available in the Case for billing.
    1. Add new status by giving Name, selecting read only or/and approved if needed and click Add.
    2. Edit status by clicking pen-icon.
    3. Disable status by clicking disable.
  3. Travel entry invoicing: Click to mark the box for Ttavel entry invoicing to make expenses ready to bill in a case as soon as they're entered. Expenses will appear in the Travel expense section of a case immediately, and will be billable according to rules in the Pricing section without waiting for travel entry approval.
  4. Travel entry closing date:  Selecting a date to close travel entries prevents the entry and editing of travel expenses for that date and all prior dates. The date can be changed or removed as necessary. And for travel entries, the Travel entry closing date will override the Work hour closing date (see Time tracking options in the Advanced time tracking article). 
  5. Instructions: Instructions is an optional field of information which can be used to provide guidance regarding how and when to complete Travel reimbursement requests, or other such rules about travel reporting.

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Travel reimbursement numbering

Travel reimbursement numbering allows you to define the sequence of reimbursement request numbers. Specify the number for the next reimbursement request, and on every request thereafter the number will increase by an increment of one.

Numbers are assigned to Travel reimbursements when the document is completed and a read-only status (e.g., Approved) is assigned. The number is displayed on the reimbursement request document, and on email notices related to the request. Reimbursement numbers are searchable using Quick search, and may be used in the creation of Power reports.

To change the Travel reimbursement numbering sequence, starting with the next new reimbursement request, click on Settings in the top menu and click on Travel reimbursement numbering. Click to type a new number in the box following Next number. Numbers may not be used more than once, and an error message will appear upon saving if the number is a repeat.

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Access rights profiles

Travel reimbursement access right appears after Travel reimbursement add-on is active. With this access right you can give access rights for all employees to create travel reimbursements and for supervisors or managers to approve them. Access rights can also be adjusted through Tools > Settings > Access right profile or Tools > Settings > User management, by choosing to edit a person and saving changes to the Access rights section. There are five levels of travel related rights (no access, create, create and approve, create and approve own business unit and create and approve all) that are assigned according to profile or individual. See more details about access rights from access rights -article.

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Entering travels and creating travel reimbursements

Travel expenses are entered through the Work hours or Travel reimbursement pages, and must be assigned by Date and Case.

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Through work hour entry -page

  1. Go to New > Work hours.
  2. If entering travel for a day other than today, click to select the date on the calendar.
  3. Click the Select case field to display a drop-down menu listing all cases in which the employee is a member. Click to select a case, or start typing the name of a case to delimit the list and then select. And, if the employee isn’t yet a member of a particular case, click Join a case to become a member of the case and enter travel expenses.
  4. The next field automatically displays the default Work type for the case. Click to open the drop-down menu and click to select a travel expense.
  5. Depending on the expense selected, enter the quantity or adjust the cost. Enter additional information in related fields as necessary. 
  6. In the next field, type to enter a Description of the work.

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Through travel reimbursement -page

  1. Go to New > Travel reimbursement.
  2. Click the Select case field to display a drop-down menu listing all cases in which the employee is a member. Click to select a case, or start typing the name of a case to delimit the list and then select. And, if the employee isn’t yet a member of a particular case, click Join a case to become a member of the case and enter travel expenses.
  3. The next field, click to open the drop-down menu and click to select a travel expense.
  4. Depending on the expense selected, enter the quantity or adjust the cost. Enter additional information in related fields as necessary. 
  5. In the next field, type to enter a Description of the work.
  6. If entering travel for a day other than today, click to correct the date field or use the Calendar icon to select another date.
  7. Add selection "No reimbursement required" if needed. Unit price appears correctly but the expense row Total is zero to reflect that reimbursement to the employee isn’t necessary. This type of expense is still available for billing to the customer inside the Case.
  8. Enter additional expenses as necessary, and Save.
    New_travel_Reimbursement_Page.PNG

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Creating travel reimbursement

  1. Go to New > Travel reimbursement
  2. Review the travel entries in the grid. Click the Edit icon if you need to edit an entry or click the Attachment icon if you want to attach an image of the receipt.
  3. If applicable, enter the amount of Advance payment received or Notes about the trip.
  4. When ready, click Next.
    New_travel_Reimbursement_Page.PNG
  5. Review the reimbursement document. If an entry needs changes, go to the bottom of the page and click Previous to return to the expense entry page.
  6. If everything is in order, click the drop-down menu to:
    1. Change status f.e. Waiting for approval
    2. Or select Delete
  7. Click PDF-button to print or save travel reimbursement

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Editing travels

  1. Go to New > Travel reimbursement
  2. click the Edit icon on the left of an expense row to edit the entry.
  3. A pop up window opens with details of the entry that can be edited.
  4. Click in a field to select or type over existing information and replace it. Or click to mark or unmark the checkbox for No reimbursement required.
  5. When ready, click Save and changes to the entry will be immediately visible in the expense table.

Note! Travel expenses are editable as long as travel reimbursement has been created and status has changed to status where "read only" is selected or after travel expenses has been invoiced from customer.

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Travels in a case

Travel expenses entered through the Work hour entry or Travel reimbursement pages are found in the Case, in the Travel expenses section under Sales & Financials. Expenses are listed as Billable or Billed depending on whether they’ve been included on a bill to the customer yet.

Billable expenses are handled in the same way as billable Products, and will automatically be added to the next Invoice created for the Case. On the Invoice, expenses can be edited, grouped or removed as desired.

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Reporting travel reimbursements

As with all financial information, the Access rights profile of an individual will affect what information displays as results travel reimbursement searches and reports. Latest travel reimbursements can be located through the top menu Browse > Travel reimbursements last 30 days.  New reports about travel reimbursements are created through New > Reports, by selecting Travel reimbursement for the Content and defining the result columns and filters as desired.

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Approving travel reimbursements

Supervisor or other manager with appropriate access rights is able to locate Travel reimbursements through the travel reimbursement -report.

  1. Open travel reimbursement -report
  2. Click the action menu and select "Open travel reimbursement" or click on the number to open a travel reimbursement.
    open_travel_reimbursment.png
  3. Review the document
  4. Click on the drop-down menu at the top right and select Change status to approved or change status to rejected.
    1. When approved, a pop-up window opens if the reimbursement request belongs to another person. The statement can be edited or removed as desired. Click Send to email the notice, or Cancel if you don’t wish to send the email (however, this will not undo the status change).
      travel_reimbursement_approved.PNG
    2. When rejected, a pop-up window opens if the reimbursement request belongs to another person. The statement can be edited or removed as desired. Click Send to email the notice, or Cancel if you don’t wish to send the email (however, this will not undo the status change). The reimbursement request is released from the read-only status so it can be edited and resubmitted if necessary.
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