At a glance
Trips can be submitted for approval in advance.
Supervisors review, approve, or reject trip pre-approvals directly in Circula.
After successful approval, a trip is created automatically.
The approved trip can then be supplemented as usual with expenses, mileage expenses, and meal allowances.
To activate this function, please contact our Support team.
📌 Overview
With the “Submit trip pre-approval” function, the approval process for trips is managed centrally in Circula. Employees can submit trips for approval in advance, before costs are incurred.
This gives you clarity early on as to whether a trip has been approved and helps avoid potential questions during later reimbursements.
Approvals are carried out by the responsible Supervisor according to your company’s existing approval configuration.
❗️Important
The trip pre-approval does not replace the later submission of the actual travel expenses. After the trip has been completed, the trip must be submitted as usual.
🛠️ How it works
Navigate to your “To-Dos” under Expenses and click the plus icon.
Click “Add Trip”.
Select the option “Request trip pre-approval” and click “Next”.
Fill in the required information: trip name, start, destination, expected amount (EUR), project, and cost center. Then either click the three dots and “Save” to submit your request at a later time, or click “Send request” directly.
If you save the request, you will find it under your “To-Dos” and can edit it later. If you send the request, it will appear in the “Submitted” tab.
❗️Important
The expected amount is a required field and is entered in the organization currency.
Track the status of your trip pre-approval
After sending, the trip pre-approval appears in the “Submitted” tab.
You can view the responsible Supervisors and the current processing status by clicking the status “In review”.
If your trip pre-approval is approved
After successful approval:
a trip is created automatically,
the trip appears in your “To-Dos”,
the trip receives the status “Pre-approved”.
All details from the original trip pre-approval are transferred automatically.
Adding expenses to the approved trip
After approval, you can edit and supplement the trip as usual:
add expenses,
add mileages,
record per-diems.
Then submit the trip for review as usual.
📝 Note
From this point on, the trip behaves like a normal trip in Circula.
You can find more information about submitting trips here.
If your trip pre-approval is rejected
If a request is rejected:
you receive the request back,
you can review the details,
and edit and submit the request again.
The Supervisor can optionally add a reason for rejection. You can view it either by clicking directly on the status or by going to the detailed view of the request.
Do you still have questions?
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