The Travel area in the administration bundles all master data around travel expense accounting — subsistence costs, cost allowances, vehicles and locations. Reachable via the main menu under Administration > Travel. Detail workflow for travel expense accounting is described in the Travel expense accounting collection.
Note: The area requires the Travel expense accounting module or an active work-location module. Available in ZEP Compact and ZEP Professional; in ZEP Clock with the Travel expense accounting module in reduced scope.
Travel cost master data
This master data forms the basis of travel expense accounting in ZEP — from statutory subsistence allowances to company-specific cost rates to vehicle- and location-related allowances.
Subsistence costs
Configuration of subsistence allowances per country and travel duration. Per entry, country, city or region, allowance amount, meal deductions and validity period can be maintained. ZEP supports German and Austrian procedures, including proportional daily rates according to the collective agreement. Detail workflow see Basic settings – Travel expense accounting.
Costs
Configuration of additional travel-related cost allowances — for example accommodation allowances, telephone and internet allowances or rental car daily rates. Per entry, designation, allowance amount, reimbursement rule and validity period can be maintained. These allowances complement the subsistence allowances for complete accounting of typical business trips.
Vehicles
List of vehicle types available for mileage accounting — for example car, motorcycle, electric car or bicycle. Per vehicle type, mileage allowance, tax rules (tax-free up to threshold, taxable thereafter) and specifications for reimbursement calculations can be maintained. Acts in the mileage allowance block of the credit note.
Locations
List of work locations and travel destinations with assigned allowances. Per location, designation, address, subsistence allowance assignment and special regulations can be maintained. Locations are selected in travel entry and control the calculation of allowances per travel day.
Effects on other areas
The travel master data acts in all areas that work with travel and travel costs — detail documentation is available in Travel expense accounting. Subsistence allowances and mileage allowance appear as components in the Credit notes of external employees and in Invoicing for customer-billable travel costs.