Travel expenses Germany

For many German employees, it is an integral part of their monthly billing: the digital entry of their travel and catering expenses. For companies, checking and paying employees is a regular and time-consuming task that includes many individual work steps.

This Additional Feature implements the ability for companies in Germany to record trips. The resulting travel expenses to be reimbursed are automatically calculated and the corresponding receipts are posted.

The download of the config set can be found here .

1. Basic settings

Once the additional feature has been imported, the following basic settings for recording trips can be made:

In the root folder Settings > Projects > Destinations, the destinations and the corresponding meal rates must be entered (Administrators only). Germany, Austria and Switzerland are already predefined. If additional countries or additional rates per country are required, these can be entered here and via Aktiv Checkbox is activated or deactivated:

Only active destinations appear for for selection when entering trips. The currency of the destinations is implicitly euro, so the amounts are always expressed in euro, regardless of the country concerned.

• In the settings for the expense types KM private and KM company, enter your own binding amounts.
• No amounts have to be set for the food expense type, these are calculated from the destinations.

Assign the editors to the user groups:

• Users who are to record their own trips must be assigned to the user group Travel be assigned .
• Editors assigned to the be assigned user group can view and edit all trips as long as the related expenses have not yet been charged.

A new trip is displayed on the user via right-click or new menu > Reise created by:

The following window will open:

Once a date range is entered, a second page appears where the trip details can be entered:

For each day of travel can be entered,

• which meals were received free of charge, e.g. breakfast at the hotel
• how many kilometres were driven on that day with a company or private car
• whether the overnight stay was in a country other than the destination and in which

Based on this information, the meal and kilometre flat rates are automatically calculated and the corresponding expense documents are created. The Destinations stored in the destinations are relevant for the calculation of the meal flat rates. Depending on the destination:

• Stay <8 h and no arrival/departure day: no boarding fee
• Stay >=8 h and <24 h or day of arrival/departure: daily rate during the day
• Stay >= 24 h: full daily rate

These daily rates shall be reduced as follows:

• Breakfast included: -20%
• Lunch Received: -40%
• Receive dinner: -40%

Also on a day of arrival/departure or a day with a stay <= 24 h, there are deductions for meals received free of charge. However, deductions are always calculated on the basis of the full daily rate (breakfast is not cheaper because you stay at the location for less time). This means that the sum of deductions may be higher than the rate to be refunded. In this case, there are 0 euros refunds, there are no negative amounts.

The flat rate per kilometre is calculated according to the type of expense selected (KM Privat or KM Firma) is created and calculated. If KM company is selected, travel costs are usually not reimbursed because the employee is then travelling in the company car and the company pays the costs directly.

Travel in editor’s currency

The currency of the destinations is always implicitly indicated in euros.

The currency in trip lists and travel pages is always specified in the editor currency. If you place the cursor on an amount, a corresponding tooltip appears:

Posting additional documents

Additional documents can be posted manually in the Travel entry in the Documents subfolder.

For example, when posting documents in currencies other than the editor’s currency, a notice is shown on the travel page that documents in foreign currencies are available:

3. Print travel expense statement

For each trip, the Print Menu can be created via the print menu. All relevant amounts are listed and the amount to be reimbursed to the employee is shown. Deposited Expenditure Vouchers are printed in the attachment.

How to change a trip in retrospect

A trip can theoretically still be changed, even if expenses of the trip have already been charged. In this case, however, these expenses can no longer be adjusted. There is then a corresponding note on the travel page:

Requirements and Download

• The Expert product line is a prerequisite for this feature.
• Additional classes 20 and 21 may not yet be in use.
• This is an additional feature for Germany.
• If there are already the Expense Types KM private and KM company in your system, an Entry Id must be assigned to these before the config set is imported. This can be done via Python (Disambiguation) via argobject.eintragid="ExpenseTypeKMPRIVAT" or argobject.eintragid="ExpenseTypeKMFIRMA" on the respective expense type.

Important information before importing can be found in the article Interesting facts about the additional features . The exact import process can be found in the Articles about the config sets .

Download the additional feature with the following download link:

The following objects are created by importing the config set: