At a glance
With daily trips, users can collect and submit multiple daily trips together without having to create each trip individually.
Daily trips are trips lasting between 8 and 24 hours, which usually include per diems for travellers.
This article explains the approval and control of daily trips.
What are daily trips?
Daily trips are a special type of trips, characterized by their duration and nature. These are trips with a total duration of between 8 and 24 hours, which usually include per diems for travellers. With daily trips, users can collect and submit all relevant travel days within a specific period at once. This feature simplifies expense reporting for recurring daily trips, as days can be selected or deselected in a matter of seconds.
Note
The “Daily Trips” feature is subject to a fee. Please contact our support team to discuss activation and enable this feature for your account.
For Supervisors: Approving or rejecting a daily trip
Navigate to the “Pending approval” or “To-dos” tab under “Approve & Control”.
Pending approval or To-Do's tab
Click on the daily trip you want to approve and open the detailed view.
Choosing the daily trip
Detailed view of the daily trip
Click on the per diems to view the details. Here, you can also view the calculation of the per diems by clicking on “View calculation”.
Detailed view of the daily trip
Calculation of the per diems
If there are additional expenses and/or mileages in the daily 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 cross.
Detailed view of an expense in a daily trip
Daily trips can also be approved or rejected as a whole.
Approving or rejecting a daily trip
Note
Per diems cannot be approved or rejected separately.
For Accountants: Controlling or rejecting a daily trip
Navigate to the “Pending controlling” or “To-dos” tab under “Approve & Control”.
Pending controlling or To-Do's tab
Click on the daily trip you want to approve and open the detailed view.
Choosing the daily trip
Detailed view of the daily trip
Click on the per diems to view the details. Here, you can also view the calculation of the per diems by clicking on “View calculation”.
Detailed view of the daily trip
Calculation of the per diems
Accountants can change the details of the per diems (e.g., meals, split amount) and the information on the daily trips and ultimately decide whether to pay out the calculated per diems by moving the “Per diems should not be paid” slider to the right. After making the changes, click on “Update daily trips.”
Changing details of the daily trips
Option for not paying out per diems
If there are additional expenses and/or mileages in the daily trip, click on the respective expense or mileage. Here, you can change them as needed and either control or reject them by clicking on the green check mark or the red cross.
Detailed view of an expense in the daily trip
After you have processed the per diems and all expenses and mileages in the respective daily trip, you will be able to see in the list view of the daily trip which expenses and travel costs have been approved and which have been rejected.
List view of additional expenses
Daily trips can also be controlled or rejected as a whole.
Controlling or rejecting a daily trip
Important Notes
Once an expense within a daily trip has been rejected or approved, it can no longer be edited by accountants. A daily trip can only be prepared for export once it has been approved in its entirety. When the entire daily trip is approved, all expenses contained therein are also approved.
If an entire daily trip has been rejected, it is returned to the user. The expenses that need to be processed are marked. We recommend selecting the individual expenses that need to be reviewed and adding a reason for rejection before rejecting the entire daily trip. The status of all other expenses within a daily trip will not be changed.
Do you still have questions?
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📞 +49 30 588 491 01
✉️ support@circula.com