Instructions for recording travel expenses

In this section we explain the most important basics for recording of travel expenses in the Comsol travel expenses module. Depending on how you have made a differentiated setup of your system, there are further steps and possibilities in the processing of travel expenses. Such steps and workflows -- such as working with the approval procedure -- we are happy to discuss and train individual.

Entry of a trip

The start for your travel expense recording is either the points Travel in your navigation area of the role centre or a tile with the designation RK-acquisition.

To create a new account, click on the button New in the menu bar of the overview that is currently open.

In the now opened travel expense report click on a any field to get your employee data into the fields The view of the map you have opened can be changed from the picture may differ, as the masks can be individually adjusted.

When you enter this machine as an administrator or with a permission group. view, you can now use the field Employee no. to select another Select employee for whom a travel expense entry is to be created shall.
When a new account is created, the default setting is the month based on the Specifications made in the fields Start date, Period. This can be overwritten and any accounting period selected will be.
How open your system is in this respect depends on the conditions in the institution in the settings you have saved. Attention, the accounting period must be defined before entering trips and Documents can be selected. Afterwards, a change via manual entry is only possible if is possible if the time period matches the recorded trips. From The employee default values then become cost centre codes, cost unit code, project no., project task, country code and Currency code adopted. You can now directly access the RK-Erf. Teilabr. Overview with the Start recording a business trip application or a trip.

According to the default settings from your RK setup some fields are mandatory fields, which you must fill in. Please enter also your travel times. If all entries have been made correctly, the system automatically calculates the total remuneration in the Payout amounts for you.

You can make further entries for your trip using the function Hotel and meals. Tick here if you receive a paid meal or enter your accommodation and breakfast costs here.

Enter your documents in the document entry area:

If several trips are made in one day, the following is calculated Lump sum from the system automatically of the last trip of a day assigned.

The system also checks whether a special case exists. A special case shall be deemed to have occurred if the journey was completed after 16:00 and before 8:00 the next day. In this In this case, the times for both days are added together and the flat rate is calculated from this number of hours.

The prerequisite for this is, however, that there is no overnight stay. In the event that an overnight stay has actually taken place, the system calculates the lump sum for both days after entering an overnight stay receipt type the lump sum back again.

The following entries can be made optionally and depending on the settings of your view can be made:

In the field Simple kilometres the simple kilometres driven can then be kilometre can be entered. In the field Accounting kilometres you can then specify whether the kilometres driven kilometres, for a return journey or daily. After recording the Mileage, the flat rates per kilometre are also generated depending on the settlement of kilometres. Optionally, you can also the Package accommodation column is displayed. If a check mark is placed here, the system displays the generates an overnight flat rate for each day of travel.

The field settlement type means that depending on the type of trip, different lump sums can be drawn.

Currently, the options are empty and the three-month rule, for which different flat rates can be applied. If, for example, in the case of double budgeting no Catering flat rates must be paid in the default settings for document type Catering. DHF (default) free stay.

In the Total Amount (MW) field, the determined refund amounts for the trip is displayed in client currency.

A project can be entered in the Project No. field, after the key defined in the institution, the project is charged. If the project is only subsequently is entered, the individual positions are asked whether the project should be changed here. So can if desired, the project number can be transferred to all items and the project can thus be debited.

If everything is correct, cost centres or projects must are added, it goes to the position recording.

If you have made a trip over several countries, enter the Sections of the journey in the itinerary:

Create a pure document entry via the selection Document entry in field Start. Here you can send your receipts independently of a trip capture.

In the Paid by field, you can specify whether the document should be marked with a company credit card have been paid. In this case the system calculates automatically that you are not entitled to any payout on such a receipt.

Check all items of your statement in the line item area. You get a complete overview of all cost items of your marked trip and can check that everything is correct is billed:

If all positions are correct, you can now complete the journey and print.

The "test report" serves here as a receipt for your travel expenses recording, which you sign and put into the bookkeeping can be passed on.

Factual examination of a trip

For the factual examination of a travel expense report, a separate test area is available.

As administrator, the view RK-sachliche Prüfung is available for disposal. In this area you can now carry out the factual examination to be made.

On the one hand, you can directly access the overview of the factual examination set the check status:

Or you can go to the detailed check in the billing card and select the Check and Corrections function to open the RK Billing Control In this overview you can now corrections can be made.

If the travel expense report is revised again by the traveller, or must be corrected, set the status to Postprocessing. This has the effect that the travel expense report for the traveler is returned to processing is released and a correction is made in the detection area can be made.

Professional examination and booking of a trip

After you have set the status to factually checked, the technical examination.

For this purpose, you as administrator can use the view RK Accounting overview in the Check business trips section.

Here you can see directly in the overview the book sheet preview with all account assignments, in which you can make any necessary changes before the posting of the settlement.

The settlement can now be booked.

After booking, you will also find the booked trip in Business trips check again with the booked accounting:

Using the Navigate function in the menu bar of the overview, you can display the View items of the booked travel expense report:

Cancelling a booked trip

You also have the option in the booked travel expense report, to cancel this settlement again. To do this, open the relevant travel expense report and switch in the menu bar to the Actions tab. Using the cancellation function, you can you now reverse the billing.

Copy travel expense report

Should travel expense reports be reused because a traveller makes these journeys again and again, the RK recording the copy function can be used. To do this, open a new travel expense report. In the menu bar Register Navigate click on the function Copy RK Accounting. You can now select which settlement is to be copied; whether the accounting is to be created with a time delay -- as here in the example for a month later -- and whether they might be available for another employee is to be created. With OK the data from the existing statement or a booked one is written into your new statement. The new account can be processed as usual.