Standard templates travel expenses report export files

Via the export, travel expense data can be retrieved for recording in downstream systems. By default, this is a CSV file.

Below we present you templates from which you can get one free as travel expense template and contain the information which is relevant to you. Attached you will find the respective example files.

Template 1:

File type:csv

Hyphen: ,

Headings in the header of the file: available

The CSV file contains 12 columns that contain the following informations:

• Date
• Booking date
• Currency
• The reference of business travel
• Posting key
• Account
• Amount of costs
• Amount of taxes
• Tax key
• Cost centre
• Business unit
• The respective allocation
• Name of the employee
• Invoice items
• Remarks

Template 2:

File type: ,

Hyphen: ,

Headings in the header of the file: available

Downstream system: SAP HCM

Special feature: For each settlement a bank line will be delivered. The sum of the settlement amounts is 0. Check line with the number of settlements.

The CSV file contains 24 columns:

• Personnel number
• Travel expense report number
• Status
• Type of travel
• Arrival date
• Type of expense
• Account number
• Tax key
• Refund to the employee
• Lump sum overnight
• Lump sum meals
• Cuts meals
• Lump sum travel costs
• Labeling requirement
• Date
• Kilometre
• Advance payment
• Cost centre
• Taxable food
• Taxable overnight
• Created on
• Name
• Last name
• Travel reason

Template 3:

The file contains 22 columns

File type: CSV

Hyphen: ,

Downstream system: SAP

Headings in the header of the file: available plus the following check line

Special feature: for each settlement a bank line is delivered. The sum of the settlement amounts is 0. Check line with the number of settlements.

• User name
• Travel expense report number
• Status
• Type of travel
• Arrival date
• Type of expense
• Tax key
• Refund to the employee
• Lump sum to the employee
• Lump sum overnight
• Lump sum meals
• Cuts meals
• Lump sum travel costs
• Labeling requirement
• Date
• Kilometre
• Advance payment
• Taxable food
• Accounting unit
• Travel reason
• Duration
• Destination country

Template 4:

Currently under construction, coming soon

Template 5:

Currently under construction, coming soon

Template 6:

File type: csv

Hyphen: ,

Headings in the header of the file: available

The csv file contains 10 columns:

• Refund to the employee
• Tax key
• Internal account
• Travel expense report number
• Last changes at
• Created on
• Account
• Cost centre
• Action number (travel date,only included in the payroll header)
• Arrival date

Template 7:

File type: csv

Hyphen: ,

Headings in the header of the file: available

The csv file contains 12 columns:

• Travel expense report number
• Created on
• Status
• Refund to the employee
• Destination country
• Personnel number
• receipt number
• Type of expenses
• VAT rate
• Account
• Account number
• Cost centre

Template 8:

File type: csv

Hyphen: ,

Headings in the header of the file: available

The file contains 58 columns and is the most detailed template:

• Travel expense report number
• Status
• Created on
• Last changes at
• Remark
• Total cost
• Booked services
• Receipt costs
• Lump sum overnight
• Lump sum meals
• Cuts meals
• Lump sum travel costs
• Advance payment of the company
• Advance payment
• Refund to the employee
• Name
• First name
• Master cost center
• Company
• Arrival date
• Departure date
• Duration
• Departure time
• Travel reason
• Destination
• Destination country
• Travel type
• Personnel number
• Accounting unit
• Internal account
• Receipt number
• Receipt type
• Date
• Expense type
• Currency
• Amount
• Net Price
• Taxes
• Exchange rate
• tax key
• VAT rate
• Account
• Account number
• Catering in
• Overnight in
• Breakfast
• Lunch
• Dinner
• Reduction after payment in kid
• Labeling requirement
• Kilometre
• Passengers
• Passengers kilometre
• Bank code
• Bank account number
• IBAN
• BIC

Template 9:

File type: csv

Hyphen: ,

Headings in the header of the file: available

The file contains 13 columns:

• Currency
• Static value
• Refund to the employee
• tax key
• Account number
• Travel expense report number
• Travel reason
• Action number
• Cost centre
• Project number
• Static number
• Last name
• Expense type

Template 10:

File type: csv

Hyphen: ,

Headings in the header of the file: available

The file contains 15 columns:

• Date
• Booking date
• Currency
• Reference
• Booking key
• Account
• Amount of the costs
• Amount of taxes
• tax key
• Cost centre
• Business area
• Allocation
• Employee
• Invoice items
• remark