In the following article, employees will learn how to enter and submit for multi-day trips in HRworks.
Table of contents
- Entering trip data
- Automatic recognition of receipts (OCR)
- Recording receipts
- Kilometer details
- Editing day specifications
- Completing the entry of the trip
- Receiving money
- Accounting trips on your mobile device
1. Creating a new expense report
To create a travel expense report, click the "+ Travel expense report" button in the "Travel Management" tile on the dashboard.
Alternatively, you can also open the "Travel management/Travel expenses accountings" menu directly. Here you can view all recorded travel expense reports or expense reports. Create a new travel expense report by clicking on the plus button in the upper right corner and then on "+ Travel expense report".
Travel expense reports and expense reports can be distinguished and defined in the following way:
If you want to create a new trip, use the travel expense report function.
The expense report function helps you to enter receipts which are not related to a trip and can be defined as a receipt folder.
The new travel expense report is opened via the menu item "Trip data". Enter the basic data of the trip (purpose, date, time and place of departure and destination). If there were any stopovers during the trip, you can enter them as well. The cost center is usually already filled in for you. If you want to select a different cost center, you can select it from the dropdown menu - if there are many options, type to search. The same applies to cost objects. To continue, click "Save" and "Continue with digital receipts".
In the “Digital receipts” menu, you can attach your scanned receipts to the trip.
Upload them directly via the plus button or assign digital receipts that have already been uploaded but not yet assigned to a travel expense report using the "Next Options" button (three-point ⋮). Successfully uploaded as well as assigned digital receipts appear in the list on the left. Select an entry here to customize it, for example by rotating the file or changing the name. Below the digital receipt display, you have the option to link digital receipts to existing receipts or create new receipts. Select a receipt or click the plus button for linked receipts below the digital receipt for this purpose.
Save your changes and click “Continue with receipts” to review the created and linked receipts again.
Upload the image files of the receipts and let the automatic receipt recognition record them. For details and more information, you can read the article Automatic recognition of receipts „OCR“.
In this menu you can add and save your receipts one by one. Enter the first receipt by selecting the appropriate receipt type from the drop-down menu. Enter a more detailed description in the "Description" field, e.g. the name of the gas station.
Note: For a hotel receipt, the date of the receipt and the end date of the overnight stay are already entered.
Enter the gross pay amount and select the appropriate payment method. If you paid the amount in a foreign currency, select the appropriate currency. In the “Exchange rate” field, you can enter your own exchange rate for the selected currency. If the field remains empty, HRworks will use the daily system exchange rate.
At this point, you have another chance to link the created receipt to an existing digital receipt or upload a new, related file.
After you save your entries by clicking the “Save & New” button, the receipt will appear on the left in the list of already entered receipts and a new receipt will open for editing.
By clicking the "Next Options" button (three-point ⋮) in the receipt, you can copy, delete, split or move them from the trip and move them to the receipts to be assigned.
When you have entered and checked all the receipts, click "Save".
You can also record the kilometers you traveled on your business trip. In addition to the number of kilometers, you specify the departure and destination locations and the vehicle used. The payment amount is automatically calculated based on the kilometer values. With the "Save & New" button, you can enter several trips in succession and then continue with "Continue with day specification".
The “Daily specification” menu displays details of countries and meals received during the trip. HRworks automatically calculates the daily rates and, depending on the settings, makes the reduction for breakfast based on the hotel receipt entered. If there is no hotel receipt because you stayed privately (e.g. at a friend’s house), you can activate the overnight allowance here. If the trip does not take place in Germany, you can change the country per day by clicking in the "Country" field. In the "Next Options" button (three-point ⋮), the "New certificate request" function appears, which you can use to request an attestation of coverage (A1 request) from your case worker. This form is useful to prove that you pay social security contributions in another EU country (e.g. as an employee working in several countries at the same time).
These requests are submitted by the reviewer to the relevant health insurance company. As soon as the health insurance fund receives such a request, it sends back a certificate of coverage confirmation. This constitutes valid proof in the event of an inspection during the business trip. As soon as the health insurance fund has checked the application, it sends the final certificate of coverage. Both documents are attached to your application by the cover note reviewer so that you are informed about them and can retrieve them at any time in the menu "Employee/Travel Management/Requests for Certificates of Coverage".
To apply a change for other days, click on “Apply data for other days”. If this change affects only certain days, select them on the following page and click on “Change selected days”. You will see beforehand in red letters which values will change in this case. Use the same procedure for the reductions for meals or make the change directly in the corresponding day. To continue with the entry, click on “Continue with reports”.
In the “Reports” menu, you can display and print one or more reports for each travel expense report. Check your entries and print the expense report via the "Next Options" button (three-point ⋮) in the upper right corner, if this is required by your company. If everything is correct, click “Complete”. Submit the printed report with the original receipts for accounting review. Alternatively, you can click “Continue with overview” again to return to your expense report dashboard and click “Complete” on the travel expense report. The trip will now be completed and automatically emailed to the supervisor for approval. In your travel expense dashboard, you can revisit the expense report as well as track the current status.
Once you have been reimbursed for travel expenses, you can confirm the successful transfer by selecting “Received money” in the "Actions" column of the "Travel expense reports" overview via the "Next Options" button (three-point ⋮).
Travel expense reports can also be created and edited on the go. The menus are adapted to the mobile device and through the breadcrumb navigation you always know in which step of the expense report you are.
