Travel expense accounting with three-month deadline check

When preparing travel expense accounting, the option is offered to specify the travel itinerary in detail. Travellers can add all the destinations visited. Based on that, the company can create a report to check the compliance with the three-month deadline. This reporting lists all travellers along with the relevant expense reports that are important for checking the three-month deadline.

Retrieval of the three-month report:

Under Travel Management → Three-Month Export the report can be retrieved. Please use for final review only the report by “approval period”. The report by “expense period” only provides indicators of which accounting entries that have been approved are still in circulation.

Calculation basis for the report:

The report provides all expense reports in which at least 3 travel days at the same travel destination occur within the first week.
After the first week, at least one travel or work day at the same location must occur in every following week in order to maintain the three-month period.
A break for “vacation/illness” of up to 4 weeks may be included.

The calculation is based on a total period of 90 days. If a trip starts on January 15, the system technically checks the following 90 days.

The deadline begins when the following prerequisites are fulfilled:

1. At least 3 travel/work days in the first week

2. Same place of activity

3. Across a period of 3 months (90 days), at least one travel/work day per week, allowing a maximum break of 4 weeks

At Atlatos: If a travel day is recorded in the travel expense accounting at a destination, that visited place is generally taken into account — regardless of whether the stay lasted less than six or more than eight hours. The background is that current jurisprudence does not provide a clear guideline.

For subsequent calculation and transparency, the report includes not only the expense report for which a three-month deadline applies, but also all related reports that form the basis for this deadline.
Taxation of meal allowances (per diem) then applies starting from the 4th month.

Dynamic report:

Please note that the report is dynamic and can be updated through later expense reports. This means: If trips are submitted at a later time, they may trigger a retrospective evaluation that was not visible at the time of the first report retrieval.