A travel expense entry calculates mileage reimbursement and, if needed, a daily allowance based on the trip details you provide. Record a trip related to a task or service request against that work so it can be included in the work costs. You can record other trips in the browser as standalone personal expenses.

Requirements and permissions

The working time feature must be enabled for your customer account. Without it, travel expense recording is unavailable.

In the browser, you can record an expense for yourself. Recording one for another user requires administrator access or permission to manage that user's worktime entries. Viewing, editing and deletion permissions are checked separately. When recording an expense against work, you also need permission to edit the work or manage its travel expenses. Belonging to a worktime rule does not itself grant these permissions; see worktime rules and recording permissions.

On Android and iOS, travel expenses are always recorded for the signed-in user. Record travel expenses for work before the work is completed. In the browser, the add button for work is also hidden when the work has been cancelled or forwarded.

Recording an expense in the browser

To create a standalone entry, open Working time monitoring from the browser menu and select Create new travel allowance at the top of the page. This entry is saved as a personal expense without a link to work.

To record an expense related to work, open the task or service request details form. Select its Traveling allowance tab and then Create new travel allowance below the list.

  1. Select Log type. The default is Trip, which calculates mileage reimbursement. Select Trip and allowance to calculate a daily allowance as well.
  2. Enter Start time and End time, including the dates and times. The end time must not be before the start time. Under Select a user, select the person the expense is recorded for.
  3. Enter the trip's Route and Kilometers. The route and distance are required. Describe the purpose of the trip in the optional Reason field.
  4. Enter Additional passengers if needed, and select Trailer or Heavy transport according to the actual trip. The passenger count means people in addition to the driver. By default, the count is zero and neither supplement is selected.
  5. If you selected a daily allowance, enter the free meals under Amount of free meals per day. If there were no free meals, leave the field blank. A blank field means zero meals and does not prevent the daily allowance from being calculated.
  6. On the work form, select Add to personal expenses? if needed. Click Create new travel allowance at the bottom of the form.

Selecting the personal expense option also displays the same travel expense for the work in the user's personal travel expenses. It does not create a second expense or remove the link to the work. If you leave the option unselected, the expense remains a travel expense for the work.

Travel expenses for work on Android and iOS

Open the task or service request details. Tap the plus button in the Expenses area; on Android, it is a green plus icon. In the expense type selector that opens, select TRAVEL AND ALLOWANCES. This opens the Add Trip and Allowance Costs form.

Enter the trip's start and end dates, times, route and distance, along with any passenger and transport supplements needed. On mobile, the end time must be after the start time. Leave the additional passengers field blank if there were none: entering zero in this field on these work forms prevents saving.

Select Log daily Allowance cost? to include a daily allowance. Specify free meals separately. If there were none, leave the meals option unselected; the daily allowance can still be calculated. Select Log to personal remuneration if needed, and save using the save button at the bottom of the form. The entry is linked to the work currently open and to the signed-in user.

Recording a standalone daily allowance unrelated to work using the mobile Trip & Allowance option does not work reliably in the current version. Use the standalone browser form for this type of entry. This limitation does not apply to the Add Trip and Allowance Costs form for work described above.

Reimbursement rates and mileage reimbursement calculation

A user who manages settings can check the rates by opening Settings from the browser menu and then opening Kilometre and per diem allowances. This setting defines Travel expense (car), Trailer addition, Heavy transport addition, Passenger addition, Partial per diem and Full per diem. The car reimbursement and supplements are rates per kilometre.

Mileage reimbursement is calculated as follows: kilometres × (base car reimbursement + selected trailer supplement + selected heavy load supplement + number of additional passengers × passenger supplement). All selected supplements are added together.

The calculation uses the customer account's current rates. If no reimbursement settings exist, the old fallback rates are used: car €0.53/km, trailer €0.09/km, heavy load €0.27/km, additional passenger €0.04/km, partial daily allowance €22 and full daily allowance €48. These are fallback rates from 2023, and are not automatically the current year's tax rates. Check the rates your organisation uses before recording an expense.

Kilometres are saved as a whole number. Do not rely on decimal kilometres being retained, even if a form allows you to enter them. The travel expense amount, daily allowance amount and total sum are saved to two decimal places.

Daily allowance duration and meals

The daily allowance is based on the duration between the start and end times, rather than the number of calendar days covered by the trip. Entering a meal count alone does not start the calculation: the daily allowance calculation option must also be enabled.

For a trip lasting less than 24 hours, the duration in hours is first rounded to one decimal place. The following thresholds apply to this rounded duration:

  • Less than 6 hours: no daily allowance.
  • 6–10 hours: one partial daily allowance. Exactly ten hours falls within this range.
  • More than 10 hours: one full daily allowance.

For a trip lasting at least 24 hours, each complete 24-hour period produces one full daily allowance. Any hours remaining after the complete periods are handled without the one-decimal rounding described above:

  • Less than 2 hours: no additional daily allowance.
  • At least 2 but less than 6 hours: one additional partial daily allowance.
  • At least 6 hours: one additional full daily allowance.

For example, a 45-hour trip without free meals produces two full daily allowances at the rates defined in the settings: one for the complete 24-hour period and one for the remaining 21 hours.

At least one free meal halves the partial daily allowance, and at least two free meals halve the full daily allowance. One meal does not reduce the full daily allowance. The same reported meal count applies to the calculation for the entire entry, including all complete 24-hour trip periods and the daily allowance for the remaining hours. The form does not support specifying separate meal counts for each 24-hour trip period.

Check the saved result

Open the Traveling allowance tab on the browser's Working time monitoring page and find the personal entry under the user and the trip's start date. Check Travel expense amount, Amount of daily allowance and Total sum separately. The first is the mileage reimbursement, the second is the daily allowance, and the third is their combined total.

The date range selector at the top of the tab applies to when the entry was created, even though rows are grouped by the trip's start date. If you record an old trip today, also consider a date range that includes today. Check the user and column filters as well.

An entry for work appears on the task or service request's Traveling allowance tab. If you selected the personal expense option, also check the same entry in the Working time monitoring list. If you did not select it, the entry's absence from the personal list is expected. A daily allowance of zero may appear with the log type Trip, even if calculation was selected.

When the work's status changes to completed, the travel expense generates a mileage reimbursement cost line in the work costs. A non-zero daily allowance generates a separate daily allowance cost line. Selecting the personal expense option does not prevent these from being created. See also viewing hours and work costs.

Editing and limitations in the current version

In the browser's travel expense list, open the entry's Trip or Trip and allowance link in the Log type column. If you have permission to edit, correct the details and select Save at the bottom of the form.

Creating and editing entries uses the current reimbursement rates, even for an old trip. Simply changing the rates in the settings does not recalculate old entries. In the browser, a rate warning is displayed when confirming an edit if the trip's start year differs from the current year. The warning does not mean that a year-specific rate table is selected. Check the rates with the user who manages settings before confirming; entries for the current year are also recalculated using the current rates when edited.

If you correct a travel expense for work that has already been completed, also check the work's Work costs. Recalculating the travel expense entry does not itself update the separate cost lines created when the work was completed.

Removing a previously calculated daily allowance by changing the log type to Trip does not reset the saved daily allowance to zero in the current version. Do not use this option to remove a daily allowance. After editing, check the daily allowance amount and total sum; ask an administrator or support for help correcting an incorrect daily allowance.