At a glance
Trip pre-approvals are automatically forwarded to the responsible Supervisor.
Supervisors can approve requests or reject them with a reason.
After approval, a trip is created automatically for the user.
During the later trip approval, a note appears if the originally approved amount is exceeded.
To activate this function, please contact our Support team.
š Overview
Trip pre-approval enables companies to document travel decisions centrally in Circula and make them traceable.
As a Supervisor, you receive early insight into:
planned trips,
expected costs,
and upcoming expenses.
All decisions are documented directly on the trip and remain traceable in the history.
š Note
Trip pre-approval is intended to provide transparency and traceability. Finance teams and accountants are currently not part of this approval process.
š ļø How it works
Navigate to your āTo-Dosā or āPending approvalā under āApprove & Controlā. You will find the submitted trip pre-approval there.
Click on the trip pre-approval to open the detailed view. Here you can see, among other things: start, destination, expected amount (EUR), project, and cost center. This allows you to approve or reject the trip before any costs are incurred.
You can view the history of the request via the āHistoryā tab.
Click the green checkmark if you want to approve the trip. After approval:
a trip is created automatically in the submitterās Circula account,
the created trip appears in the submitterās āTo-Dosā,
the trip receives the status āPre-approvedā.
Click the red X if you want to reject the trip. Optionally, you can add a reason for rejection. The employee can then:
review the request,
edit it,
and submit it again.
š Note on budget comparison
During the later approval of the final submitted trip, Circula automatically compares:
actual expenses and mileage expenses
with
the originally approved amount.
If the actual costs are higher than originally approved, a warning note is displayed.
āļøImportant
The warning currently does not block approval.
The comparison currently takes into account:
expenses
mileage expenses.
Meal allowances are currently excluded.
Do you still have questions?
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