On the project detail page, the Travel Expense Management module adds the tab Billing settings > Travel settings. Here you store project-specific values for mileage, arrival allowance, and subsistence costs that deviate from the tenant-wide default.
Note: Project-specific travel settings are only available in ZEP Compact and ZEP Professional.
Mileage
In the Mileage section, you control whether and how mileage is passed on to the customer.
How to record trips and travel times is described in the article Recording Travel Times and Travel Expenses.
Do not bill: mileage is not passed on to the customer in this project
Bill only for billable working hours: mileage appears on the invoice only if the corresponding work time is marked as billable
Bill for all working hours: mileage is passed on regardless of billability
With the checkbox Special mileage rate in this project, you set a rate that deviates from the standard vehicle, e.g., when a higher or lower rate has been agreed with the customer for a project. In the input field below, you enter the amount per kilometer in the project currency.
If no project-specific mileage rate is stored for the project, ZEP automatically applies the vehicle's mileage and passenger allowance from Administration > Travel > Vehicles instead. The mileage allowance settings also only affect operations with the billing type "to expenditure", as well as operations with the billing type "same as project" within a project billed "to expenditure".
Arrival allowance
Some projects bill a flat arrival allowance instead of a detailed travel expense recording. Via the radio box, you set the variant:
None: no arrival allowance is calculated (default)
Per employee and day: the allowance is calculated once per travel day
Per employee and trip: the allowance is calculated once per consecutive trip, regardless of the number of travel days
If a variant is active, two additional fields appear:
Calculation basis: only for billable working hours or for all working hours
Arrival allowance: the amount in project currency
With the variant Per employee and day, a minimum travel time per day can additionally be set in the field From this number of hours per day. At 0, the allowance applies without restriction, at 5, for example, only when an employee was traveling for more than 5 hours of the day.
A travel flat rate is only generated if at least one time entry for the travel day has a work location that is neither the standard work location nor the home work location. The entry must also have the "Location relevant to project" option set. If either condition is missing, no flat rate is calculated for that day, even if a variant is active.
Subsistence costs
The Subsistence costs section is structurally analogous to the mileage section:
Billing mode: do not bill, only for billable working hours, for all working hours
Special daily flat rates and deductions: checkbox to override the standard rates from master data on a project-specific basis
When the checkbox is active and the tenant-wide subsistence cost procedure is set to Germany, the following input fields for the deviating daily flat rates appear:
More than 8 hrs.: daily flat rate for trips with more than 8 hours of absence
At least 14 hrs.: daily flat rate from 14 hours (relevant only for projects started before 2014)
At least 24 hrs.: daily flat rate for full travel days over 24 hours
Percentage deduction for breakfast: percentage deduction when breakfast is provided
Percentage deduction per lunch or dinner: percentage deduction per main meal provided
With the Austrian procedure active, only the 24-hour daily flat rate and the two meal deductions appear.
Whether meal allowance is billed for a project time entry depends on two settings in the time entry: the work location entered must differ from the default location, and the checkbox "Work location is project-relevant" must be enabled. Only when both conditions are met does the day count toward the meal allowance calculation for that project.
If you do not define special daily flat rates and deductions for a project, ZEP instead applies the internal daily flat rates and deductions of the respective location, as defined under Master Data > Work Locations.