Users create travel reimbursement requests by entering expenses for transportation, accommodation, per diems and other costs in relation to projects. Receipts can be attached electronically, and the requests are then submitted for approval. Supervisors and other managers can locate the requests in Visma Severa, and are able to review, edit and approve requests.
Travel expenses can be entered using Visma Severa or our mobile apps. You can use Visma Severa mobile app to enter expenses and Visma Scanner to enter other expenses that include receipts. With Visma Scanner you can also just take a photo of your receipt and then link it to a travel expense row in Visma Severa.
But before getting started go through all travel reimbursement related settings.
You can locate travel reimbursement related settings through Tools found from the top navigation. Click on Settings and locate Travel expenses, Travel reimbursement numbering, Travel options and Access rights profiles pages to configure travel settings. Note that after you have gone through all the required settings, you need to re-login for the changes to take effect.
Under Travel expenses page in Settings you’ll find all travel expense types for your company (active and inactive). You can add, edit and delete expenses on this page according to your access rights. Remember that editing expense types affect also existing entries so be careful with changes.
Travel expenses are divided into three categories: Mileage, Per diem and Other expenses. Expenses consist of a Name, Code, Category, Cost, Tax and Paid VAT. For Mileage you can also define a unit (i.e. km for kilometers or mi for miles) which is necessary to calculate the price per unit. Per diem and other expenses include the option to Include time frame if desired.
Through the travel options you are able to define travel reimbursements statuses, travel entry invoicing -settings, travel entry closing date and add instructions shown for users when creating new travel reimbursements.
Statuses: Travel reimbursement statuses identify the stages that requests move through during the process from creation to approval. By default, there are four statuses including Draft, Waiting for approval, Approved and Rejected. Statuses are ordered progressively, and changing the order affects how statuses are displayed. Statuses can be marked as
- Read only: Request with this status cannot be edited. Only status can be changed.
- Approved: Request with this status is available in the project for billing.
You can add new statuses by giving them a descriptive name and by selecting read only and/or approved if needed. If you need to edit an existing status that can be done by clicking the pen icon.
Travel entry invoicing: Check the Travel entry invoicing box to make expenses billable on a project as soon as they are entered. Expenses will appear in the Financials tab of a project under Fees & other expenses and are billable according to pricing rules set for the project.
Travel entry closing date: Selecting a date prevents users from entering and/or editing travel expenses for chosen date and all previous dates. The date can be changed or removed if necessary. Note that this closing date overrides work hour closing date.
Instructions: Optional field of information which can be used to provide guidance for users regarding how and when to complete travel reimbursements.
Travel reimbursement numbering
Travel reimbursement numbering found under Settings 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 automatically when the request is moved to a read-only status (i.e. Approved). To change the numbering sequence, starting with the next new request, go to Settings found under top navigation and click on Travel reimbursement numbering. Enter a new number to Next travel reimbursement number and Save.
Access rights profiles
With travel reimbursement access right you can give access rights for all employees to create travel reimbursements and for supervisors and other managers to approve them. There are five levels of travel related access 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.
Access rights can be adjusted through Tools > Settings > Access right profiles or Tools > Settings > User management, by editing a person and saving changes to the access rights section.