- Click on the check box to select one or more components that you would like to settle. Then click on the “select” button at the bottom of the page.
- Then enter,if not already completed, the cost center and if necessary a comment on journey.
- If you are entitled to receive a meal or accomodation lump sum, please mark the corresponding selection box.
- If your travel times and travel reasons have changed, click travel reason/travel times and change them accordingly.
- Then enter additional documents. Here it is crucial to enter the date and type of expenses as well as the price.
The template can be changed either via change of the travel basic data or via direct editing of the receipts of by clicking on "select".
If "change of travel basic data" is clicked, the employee can change the basic data as the travel reason, travel destination or additional data as well as the travel data.
If the data is changed, the traveller simply has to click on "change".
With the changed travel times, the creation of the travel expense report can be continued.
If you click directly on the edit button of a template, you get to the receipts. Alternatively, you can also click on the receipt type such as "lump sums".
For the receipts, one of the company-specific expense types can be selected. The date can be changed. The receipt number is generated by the Atlatos Expense Engine. The total price can be given in any currency, using the price from the settlement date to calculate the euro value. Alternatively, a separate course can be entered.
The field "advance payment of the company" means that the amount is included in the total cost of settlement, but not in the employee’s refund amount. For Atlatos bookings, e.g. paid with a travel card of the company, the advance payment of the company is already activated in advance.
A comment can be entered. This will be listed on the booking PDF.
For "private transportation" the kilometers and the license number can be entered. The currently valid travel allowance will be charged.At "day specifications" the meal lump sums can be activated as well as the overnight lump sum. All meals provided free of charge by the employer must be marked in the respective checkbox. The meal lump sum will be reduced proportional according to settlement law. The travel times for the respective travel days can be adjusted - just like the travel country - here the country is to be indicated, in which the traveller was at midnight.Via "advance payment" you can specify which amount the employee received from the company, in which currency and when. This value is then reduced in the settlement of the refund amount. The advance payment is also listed as a posting line within the travel expense report export with the deposited account.
Any number of entertainments can be added to the travel expense report. Here, the day, the place and occasion of the entertainment can be deposited.
The amount of expenses can be stated in any currency. It is possible to differentiate between internal and external events and each option will be associated with a related account.
Once all receipts have been added, a provisional travel expense report can be checked by clicking on "PDF proof" and forwarded to the internal travel expense reporting office as required by the company. For the electronic workflow, the employee can forward them for approval. It is listed who gets the travel expense report for approval in the first step. Attention: only the first approvers are listed.
Approval variant: Atlatos can also set that the first approver can be selected by the traveller from a pool. Then a selection of the approver is required.