At a glance
Trips are used by users to automatically calculate the per diems for a trip and to submit the associated expenses and mileages in a bundle.
This function gives supervisors and accountants a better overview of the entire trip.
Like expenses, trips can also be approved, controlled or rejected.
This article guides you through the control and approval process for trips.
What are trips?
Trips in Circula are structuring elements that allow users to bundle per diems and all expenses incurred during a business trip. They help to organize the submissions clearly. Supervisors and accountants can also keep track of travel-related expenses and create individual reports for each trip, which makes the accounting process more transparent.
Tip
For supervisors: Approving or rejecting a trip
Navigate to the "Pending approval" or "To-dos" tab under "Approve & Control".
"Pending approval" or "To-dos" tab in the web app
Click on the trip that you would like to process to open the detailed view.
Detailed view of a trip
Click on the per diems to go to the detailed view. Here, you can also view the calculation of the per diems by clicking on “View calculation”.
Detailed view of the per diems
Calculation of the per diems
If there are expenses and/or mileages in the trip, click on the respective expense or mileage. Here, you can either approve or reject them by clicking on the green check mark or the red X.
Detailed view of an expense within a trip
Trips can also be approved or rejected as a whole.
Approving or rejecting a trip
Note
Per diems per se cannot be approved or rejected.
If an expense or mileages in a trip are rejected, the entire trip must be rejected and will be sent back to the user for correction.
For accountants: Controlling or rejecting a trip
Navigate to the "Pending controlling" or "To-dos" tab under "Approve & Control".
"Pending controlling" or "To-dos" tab in the web app
Click on the trip that you would like to process to open the detailed view.
Detailed view of a trip
Click on the per diems to go to the detailed view. Here, you can also view the calculation of the per diem by clicking on "View calculation". Accountants can change the details of the per diem (e.g. meals and consideration of the overnight stay per diem, split amount) and ultimately decide whether the calculated per diem is paid out or not by selecting "Per diem should not be paid".
Editing the per diems
Calculation of the per diems
If there are expenses and/or mileages in the trip, click on the respective expense or mileage. Here you can edit them and then either approve or reject the controlling process by clicking on the green check mark or the red X.
Detailed view of an expense within a trip
Trips can also be controlled or rejected as a whole.
Controlling or rejecting a trip
Note
As with approval, the following also applies to the controlling process: If an expense or mileage in a trip are rejected, the entire trip must be rejected and will be sent back to the user for correction.
Important Information
Once an expense within a trip has been rejected or approved, this expense can no longer be edited. A trip can only be prepared for export once it has been approved as a whole. When the entire trip is approved, all expenses contained therein are also approved.
If an entire trip has been rejected, it is sent back to the employee. The expenses that need to be reviewed are highlighted. We recommend selecting the individual expenses that need to be reviewed and adding a rejection reason before rejecting the entire trip. The status of all other expenses within a trip will not be changed.
Do you still have questions?
Our Educational Materials
💬 Chat Support
📞 +49 30 588 491 01
️ support@circula.com