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Reports – Travel Expense Management

Report on travel, receipts, meals, expense reports, and payouts – with export options as CSV, Excel, or PDF.

Written by Gideon Weller

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.

My Reports Times and Costs with tiles Project time report, Project time history, Receipt report, Meals, Trips and Cost report for the employee-side reports

Travel

Lists all your own recorded trips for a selectable period. Filter options: period, project, travel activity, destination.

My Reports Trips with period, location filter, checkbox Show warning for incomplete recording and Execute button for the own trips overview

Meals

Overview of recorded meals per day with the resulting daily allowance deductions. Appears only when a daily allowance procedure is active.

My Reports Meals with period selection and Execute button for the overview of deducted meals of the subsistence allowance calculation

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.

My Reports Cost report with period, currency EUR, VMA deadline check, note, warning, signature block, department cost center and approved checkboxes

Disbursement documentation

Overview of payouts already made for your own expense reports. Appears under My Reports > Management.

Payment documentation with note No payments documented for the overview of payments already made to employees for cost reports

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 period, department, employees, project, and travel activity. Located under Times and Costs.

Employee Trips report with department, period, employee category, employees, location filter and checkbox Show warning for incomplete recording

Meals

Meals across all employees with the associated daily allowance deductions. Appears under Times and Costs when a daily allowance procedure is active.

Employee Meals report with department, period, employee category and employees filter for the cross-department meals overview

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.

Employee Cost report with department, period, employee category, currency EUR, compressed display, signature block, department cost center and approved checkboxes

Meal history

Chronological overview of all meals recorded per employee. Appears under Management when a daily allowance procedure is active.

Meals history management with department, period, employee category, employees and action filter for the change history of meals bookings

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.

Trips and Costs dropdown with options Receipt report, Meals, Trips, Price overview, Cost report, Payment documentation and Meals history for the reports menu
Related Articles
Feature Overview – Travel Expense Management
Master Data – Travel Expense Management
Employee Settings – Travel Expense Management
Managing Travel and Travel Expenses
Creating and Submitting Expense Reports
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