The Travel Expense Management module adds several reports at different places in ZEP. Employees find their own travel data under My Reports. Administrators, controllers, and department managers see the overarching reports under Employees and per person on the employee detail page.
Tip: Each of the reports described here can be exported as a file. How the export works, which formats ZEP supports, and how the background export for large data sets works is described in the article Tips & Tricks for Using ZEP in the sections File formats of reports and Run reports automatically.
My Reports
Under Reports > My Reports > Times and Costs, employees see their own travel data. Reports around the expense report can additionally be found under Management.
Travel
Lists all your own recorded trips for a selectable period. The available filters are period and location. In addition, a checkbox can display a warning for incomplete recording, so that missing trip data within the selected period is immediately noticeable.
Meals
Overview of recorded meals per day with the resulting subsistence cost deductions. Appears only when a subsistence cost procedure is active.
Cost Accounting
Your own preliminary expense report with all flat rates, meal deductions, mileage, and receipt amounts for the selected period. Pure preview without submit or save function.
Disbursement documentation
Overview of payouts already made for your own expense reports. Appears under My Reports > Management.
Employees
Administrators, controllers, and department managers report across all employees. The travel-related reports are located under Reports > Employees:
Travel
Overarching travel overview across all employees. Filter by department, period, employee category, employees, and location. Located under Times and Costs.
Meals
Meals across all employees with the associated subsistence cost deductions. Appears under Times and Costs when a subsistence cost procedure is active.
Cost Accounting
Table of all expense reports, divided into Unchecked cost accounting reports (preliminary calculations) and Checked cost accounting reports (saved via Save as checked). Located under Management. Email sending and payout generation as a mass operation are executed in this report. See Create and submit expense report.
By default, the display is compressed so that one row with the summarised values appears per employee. If you deactivate this option, each cost accounting report is listed individually with all items.
The "Checked cost accounting reports" table lists the following values per employee:
Tax-free and taxable subsistence costs, before and after the meal deduction
Total kilometers traveled and the portion driven in a private vehicle, including the tax-free and taxable mileage allowance
Receipts with the net total amount, included tax, and the reimbursement amount shown as gross and net
Advance payments already made and the amount not yet paid out
The checkbox "Representation compressed to one row per employee" controls this view. If disabled, the table shows per row:
Tax-free and taxable subsistence costs, both before and after the meal deduction
Total kilometers driven as well as the portion driven in a private vehicle
Tax-free and taxable reimbursement amount
Receipts (total, reimbursement, and VAT), each gross and net
Advance payments already made and amounts not yet paid out
Meal history
Chronological overview of all meals recorded per employee. Appears under Management when a subsistence cost procedure is active.
Reports on the employee detail page
Under Employees > [Person] > Travel and Costs, person-specific reports are available directly in the context of the respective employee. The contents match the reports under Reports > Employees but are limited to the selected person — ideal for focused review of one person instead of filtering an overarching table.
