Trips of other employees can be reviewed, corrected, and approved before the expense report. If necessary, rates or receipts can be adjusted.
Note: The actions described in this article are available to department managers (with the Locations & Departments area), controllers and administrators. Employees only see their own trips.
Viewing other employees' trips
You reach the overview of all trips of other employees via Employees > [Employee name] > Reports > Trips. 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 Roles & Permissions).
Available filters
Use the filter bar above the table to narrow the search result:
Department – all employees of a department (with the Locations & Departments area)
Period – travel date from/to
Employees – single or multiple selection
Location – only trips with specific work locations
Show warning if record is incomplete – shows the warning column
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, period, number of days, and work locations.
Display in the table
The table shows per trip: Employees, Emp.No, Abbreviation, start (from) and end (To), number of Days, and Work location. If the warning is enabled, the column Warning due to incomplete record is added where needed. Sorting by employee or start helps you quickly spot double-recorded trips.
Checking and correcting trips
Use the link in the column Warning due to incomplete record to open the affected project time. Open other trips in the employee's project time recording. There, as an authorized user, you can:
Correct travel data – adjust start/destination location, kilometers, travel activity, 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
The Warning due to incomplete record column flags an incomplete entry. A trip is built from the travel-activity bookings away from base (a work location other than "Primary Workplace"), and the travel activity (Outward, Continue, Return) defines its start and end: "Outward" begins the trip, "Continue" is a leg in between, "Return" ends it. Meals do not create a trip, they only reduce the daily allowance.
Outward journey is missing: the first leg of the trip is not marked as "Outward". Set the travel activity of the first booking to "Outward".
Return journey is missing: no booking marked "Return" closes the trip, often because the return was booked to "Primary Workplace" (home base). Record the return leg with travel activity "Return".
Tip: Corrections before the expense report are uncomplicated – the ZEP calculation adjusts automatically on save. Once the expense report is saved as checked, the period is locked for changes.
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 receipt type and amount, and upload the receipt file if necessary.
Example: 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 receipt type Accommodation. The receipt is then part of the next expense report.
Approving trips
Trips are approved via the expense report: once the reviewer saves the expense report of the period with Save as checked, the trips it contains count as checked. From then on, the bookings of the period are locked. The process is described in the article Creating and checking expense reports.
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, select the billing month as the period and activate Show warning if record is incomplete. This lets you find and correct incomplete trips before the expense report is created.