Plug-in: Travel costs DE

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

This plug-in implements the ability for companies in Germany to enter trips. The resulting travel expenses to be reimbursed are automatically calculated and the corresponding postings are created.

Download and install

Download the plug-in with the following download link and install it in your Vertec. The exact procedure is in the article   Things worth knowing about the plug-ins described.

• The Expert product line is a prerequisite for this plug-in.
• Additional classes 20 and 21 may not yet be in use.
• It is a plug-in for Germany.
• Are there already the   Expense types KM Private and KM company in your system, so they must be assigned an Entry ID before the plug-in is imported. This can be done via Python via argobject.eintragid=”ExpenseTypeKMPRIVAT” or argobject.eintragid=”ExpenseTypeKMFIRMA” on the respective expense type.

Basic settings

Once the plug-in has been imported, the following basic settings for entering trips can be made:

In the root folder Settings > Project > Destination, the destinations and the corresponding meal rates must be defined. 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 to be activated or deactivated:

Only active destinations appear when entering trips for selection . The currency of the destinations is implicitly the 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 expense type, these are calculated from the destinations.

Assign the users to the user groups:

• Users who want to entered their own trips must be assigned to the Travel Expense Recorder user group be assigned .
• Users who want to define destinations must be assigned to the user group Travel Expenses Supervisors be assigned .

A new journey will be 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 kilometers 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

On the basis of this information, the flat-rate meal and kilometer allowances are calculated automatically and the corresponding expense documents are created. For the calculation of the flat-rate meal, the Destinations daily rates are relevant. 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 of <= 24 h, there are deductions for meals received free of charge. However, the deductions are always calculated on the basis of the full daily rate (breakfast is not cheaper because you stay shorter). As a result, the sum of deductions may be higher than the rate to be refunded. In this case, there is 0 euro refund, there are no negative amounts.

The flat rates per kilometer are calculated according to the expense type chosen ( KM Privat or KM Firma ) are created and calculated. If KM company is selected, travel costs are usually not reimbursed because the employee is then traveling 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 tooltip will appear:

Enter additional postings

Additional postings can be entered manually in the Travel entry in the Postings subfolder.

When, for example, posts are entered in currencies other than the editor’s currency, a note is shown on the travel page that posts are available in foreign currencies:

Print travel expense statement

On the individual journey, via Print Menu the travel expenses statement shall be created up. All relevant amounts shall be listed and the amount reimbursed to the employee shall be disclosed. Expenditure vouchers printed on it.

How to change a trip in retrospect

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

Importing the plug-in creates the following objects: