HoorayHR lets you streamline the application and processing of travel reimbursements. This makes it easy for your employee to enter the route. The distance is calculated automatically. A team leader can assess it and the request will be processed into your accounting in just a few steps.
This article covers the following:
Expense claim overview
Travel allowance
Creating and managing labels
Claiming travel expenses
Processing expense claims
Report
Expense claim overview
Administrators and team leaders always have a clear overview of the travel expenses made within a certain period. The overview shows you the following:
Which employee asked for travel reimbursement
Date of application
Total reimbursement
Comments
Label
Status (concept*, pending, approved, declined, or completed)
* Concept is a new status only available for travel expenses By saving the travel expenses as a concept, you can stack them up and ask for their reimbursement all at once at the end of the month, for example.
Travel allowance
The travel allowance per kilometer can be changed within HoorayHR by administrators in 3 ways:
By accessing the general company settings. You can also process the travel allowance for all employees at once.
By accessing the settings of each employee’s profile.
By viewing each claim for travel expenses.
Creating and managing labels
Three labels have been created to sort out your travel expense claims easily: “Commute”, “Customer visit” and “Business trip”. Administrators can create new labels to provide their own structure to expense claims.
Creating labels
Step 1: Click “add new label” in the travel reimbursement overview.
Step 2: Enter a name.
Step 3: Save! The label has now been created.
Please note! The labels you created only apply to travel expenses. You need to create separate labels for other expense claims.
Managing labels
Step 1: The travel reimbursement overview shows you an edit button with three dots behind every label.
Step 2: Select “Edit label”.
Step 3: Pick a new name.
Step 4: Save! The label has now been updated.
Deleting labels
Step 1: The travel reimbursement overview shows you an edit button with three dots behind every label.
Step 2: Select “Delete label”.
Step 3: Read the pop-up and delete the label by writing its name as a confirmation.
Step 4: Save! The label, including all accompanying expense claims, has been deleted now.
Please note! Deleting a label including the expense claims cannot be undone.
Claiming travel expenses
Step 1: Click “Travel expenses” in the expense claim overview.
Step 2: Click on “Add expense”.
Step 3: Select the employee involved.
Step 4: Enter a comment if necessary.
Step 5: Select a label.
For each trip:
Step 6: Enter the date of your travels.
Step 7: Enter the address of the point of departure in the “From” field.
Step 8a: Then enter the destination in the “To” field.
Step 8b: You can add a stopover with the “Add address” button You can make a maximum of 20 stopovers on your way.
Step 9: When the outward and return journey are the same, you can check the “round trip” box. Please note: This option is turned off when you enter more than two addresses.
Step 11: Team leaders and administrators can enter a status directly.
Please note! * Concept is a new status only available for travel expenses By saving the travel expenses as a concept, you can stack them up and ask for their reimbursement all at once at the end of the month, for example.
Step 12: To actually make the expense claim, team leaders can select a status, except for “concept”. Done! The expense claim has now been made.
Tip: You can apply for travel reimbursements through the web app, not the mobile app. We’re working on improving the mobile app first. So if you want to claim your travel expenses on your phone you can do so using your browser.
Processing travel expense claims
For team leaders: Approving or declining travel expense claims
After a travel expense claim has been made, team leaders/administrators can approve or decline it.
Step 1: Access the expense claim from the travel reimbursement overview or from your dashboard.
Step 2: Assess the expense claim (correct amount, right type of reimbursement and location).
Step 3: Approve or decline the expense claim.
Done! The travel expense claim has now been changed.
Completing travel expense claims
When an expense claim has been approved, it can be processed into your accounting. When you’ve got an integration with UBL, the expense claims are automatically transferred to your accounting software. You can change the settings of the integration so you can get an invoice of the travel expenses in your accounting software.
Step 1: Access the expense claim from the travel reimbursement overview or from your dashboard.
Step 2: Assess the expense claim (correct amount, right type of reimbursement and location).
Step 3: Change the status to processed.
Done! The expense claim has been processed. When you’ve got an integration with UBL, the expense claims are automatically transferred to your accounting software.
Deleting travel expense claims
Step 1: Access the expense claim from the travel reimbursement overview or from your dashboard.
Step 2: Click “delete”.
Done! The expense claim has now been deleted.
Please note! Deleting an expense claims cannot be undone. When you haven’t got an integration with UBL, you’ll need to enter the expense claims into your acccounting mannually.
Rather use UBL to forward expense claims to your accountant? You’ll learn how to set it up in this article Processing expense claims with the UBL integration.
Report
Do you want deeper insights on the travel expenses made by your employee? Do you want an overview of teams or each employee individually? Then you can access the Reports and select “Travel expenses”. You can export the travel expense claims as follows:
Per individual
Per team
Per individual per label
Per label
Of course you can also attach a certain timespan.
Please note! Only approved and processed expense claims are visible in the report.