Web-based Travel Management

The travel expense accounting module in P&I LOGA in combination with P&I HCM makes it possible to work efficiently using a standardised workflow by means of the resource-saving interaction of the traveller with all recording and/or accounting instances that are involved within the company or the public administration.

The advantages are quite obvious: Travel data only have to be entered once and the necessary participants are involved automatically in the travel expense accounting process by means of an electronic workflow. The employee can enter the application for the business or facility trip in P&I HCM either while at home, while travelling or in the office. The superior or the manager can see the application in P&I HCM among the transactions that are to be processed, which he then approves in P&I HCM. The travelling employee can record his travel expenses in P&I HCM by means of the self-service option that can be selected for travel expense reports. He sends the receipts to the personnel department by conventional mail. The personnel department then checks the receipts and pays the amounts by means of the connected payroll accounting function.

Additional advantages:

At the stage when the employee submits an application for a business trip via P&I HCM, it is verified as to whether it adheres to the modalities of the travel policy. After approval by the manager, the actual booking is made through a travel agency or directly via a booking system, so that complete processing of the business trip can by handled by means of P&I HCM.

The Travel Management option in P&I HCM provides the employee with a special tool that offers the option of accessing his travel expense report online, printing it out or saving it as a file on his own PC. As soon as the “Payment instruction given” status has been reached, the travel expense accounting report can be made available to the employee via P&I HCM.

Functions

Travel expense accounting in P&I LOGA takes into consideration:

• all applicable regulations pertaining to income tax for domestic travel and travel abroad
  
• regulations for public service employees (also including guidelines pertaining to moving and regulations regarding separation compensation and travel expenses for travel abroad)
  
• internal company travel expense guidelines
  
• taxation legislation
  
• internal bookkeeping posting rules
  
  

The upper limits stipulated by law and company-internal reimbursements are saved in tables and are automatically taken into consideration for calculation purposes. In this way, account settlement for multinational business trips becomes child’s play.

All national and international travel expense allowance rates (incl. special cities) according to income tax law and federal and state travel expense legislation, which are contained in P&I LOGA, are subjected to system maintenance. The data is entered into the system by the clerical officer or by the employee (in conjunction with the employee portal in P&I HCM with integrated workflow).

Simplification of the travel expense report:

• data input on the basis of pre-defined receipts
  
• definition of up-to-the-minute currency exchange tables (and or automatic updating via internet in combination with the portal in LOGA®erm) in the case of foreign currency receipts
  
• simple data input for transportation costs, free meals, border crossings
  
• changes in travel expense regulations with respect to tax legislation or internal company regulations as of specific deadlines is possible because accounts are settled on a precise day-to-day basis
  
• determination and specification of additional costs and/or professional outlay costs
  
• possibility of transferring tax-exempt per diem allowances to the payroll accounting system for printing on the tax card
  
• advance payments are taken into account
  
• In the case of food and service receipts: the 80/20 regulation is taken into account for the purpose of determining input tax
  
• Reimbursement of travel expenses: cash, via data medium/remote data transmission, by means of the payroll accounting statement or also through other travel expense bank accounts