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.
Rejecting individual expenses or mileages within a trip
This feature allows you to reject a single expense or mileage item within a trip without rejecting the entire trip. You can remove the specific item from the trip and reject it individually. The rejected expense or mileage will then be returned to the submitter.
Navigate to the "Pending approval" or "To-dos" tab under "Approve & Control" and choose the trip you want to work on.
Choosing the trip
Reject the individual expense or mileage. The button "Remove rejected expense" will be enabled to click.
If only the individual expense or mileage should be rejected, click on "Remove rejected expense". This will remove the expense from the folder.
You can also choose to reject the entire folder by clicking on the red X.
Rejecting one of the expenses within the trip
Removing the rejected expense from the trip
After removal, the trip can be worked on as usual
Once the expense is removed from the trip, it will be sent back to the user with the rejection reason, the rest of the trip will continue forward in the process.
Important
Once an expense or mileage is removed from the trip, the relationship between the expense and the trip is lost. There’s no direct way to add the expense again to the original trip or folder, but to reject the whole trip or folder and ask the submitter to add the expense once again to it.
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
Rejecting individual expenses or mileages within a folder
This feature allows you to reject a single expense or mileage item within a trip without rejecting the entire trip. You can remove the specific item from the trip and reject it individually. The rejected expense or mileage will then be returned to the submitter.
Navigate to the "Pending controlling" or "To-dos" tab under "Approve & Control" and choose the trip you want to work on.
Choosing the trip
Reject the individual expense or mileage. The button "Remove rejected expense" will be enabled to click.
If only the individual expense or mileage should be rejected, click on "Remove rejected expense". This will remove the expense from the folder.
You can also choose to reject the entire folder by clicking on the red X.
Rejecting one of the expenses within a trip
Removing the rejected expense from the trip
After removal, the trip can be worked on as usual
Once the expense is removed from the trip, it will be sent back to the user with the rejection reason, the rest of the trip will continue forward in the process.
Important
Once an expense or mileage is removed from the trip, the relationship between the expense and the trip is lost. There’s no direct way to add the expense again to the original trip or folder, but to reject the whole trip or folder and ask the submitter to add the expense once again to it.
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?
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