Department managers, controllers, and administrators see not only their own trips but also the trips of the employees assigned to them. They can review them, correct rates or receipts if necessary, and approve them before the expense report.
Viewing other employees' trips
You reach the overview of all trips of other employees via Employees > [Employee name] > Travel and Costs > Travel. Use the employee selection in the main menu Employees to switch between the persons you supervise. Which employees you can evaluate depends on your role (see Employee Settings).
Available filters
Use the filter bar above the table to narrow the search result:
Employees – single or multiple selection, optionally via department filter
Department – all employees of a department (in ZEP Compact and ZEP Professional)
Time range – travel date from/to
Location – only trips to specific destinations
Currency – when working with multiple currencies
Example: As department manager Consulting, you want to see all trips of your consultants in Q2. You select the department Consulting and the time range April 1–June 30 – the table shows all trips with employee, date, route, and calculated daily allowance.
Display in the table
The table shows per trip: employee, date/period, project, travel direction, start and destination location, kilometers driven, calculated allowance (tax-free + taxable), and any arrival allowance. Column sorting helps quickly identify anomalies – such as unusually high kilometer counts or double-recorded trips.
Checking and correcting trips
Clicking a table row opens the original project time entry of the employee. Here, as an authorized user, you can:
Correct travel data – adjust start/destination location, kilometers, travel direction, number of passengers
Change activity – when the selected travel activity doesn't fit
Correct meal entry – adjust breakfast/lunch/dinner checkboxes (affects allowance deduction)
Add a remark – notes for clarification with the employee
Tip: Corrections before the expense report are uncomplicated – the ZEP calculation adjusts automatically on save. After approval of the expense report, trips can no longer be directly modified.
Adding or correcting receipts
When an employee has forgotten a receipt or a receipt was incorrectly assigned, you can add or edit it under Receipts. Select the correct employee and project, add expense category and amount, and upload the receipt file if necessary.
Use case: A consultant forgot to submit the hotel receipt from his multi-day foreign trip. As an administrator or controller, you scan the receipt sent by mail, assign it to the consultant and the project, and assign the expense category Accommodation. The receipt is then part of the next expense report.
Approving trips
Trips are approved via the expense report: as soon as a trip is included in a submitted expense report and that report has been accepted by the manager or controller, the trip is considered checked and approved. The process is described in the article Create and submit expense report.
In the routine, it is recommended to check trips in the table before creating the expense report, adjust individual entries where needed, and then start the report.
Tip: For an efficient monthly check routine, set the filters so that only trips of a relevant period or with notable characteristics are displayed, for example trips without assigned receipts or with unusually high mileage. This makes it possible to identify and correct anomalies in just a few steps before the expense report is created.