You can now register your domestic trips directly in the new app for Flex HRM. You go through the trip step by step and, before you save, you can see what it gives you in subsistence allowance and meal benefit, and how the amount was calculated. This means you can register the trip as soon as you get home, wherever you are.
This news applies to HRM Travel & Expense in the new mobile app.
Start a new trip from the Expenses overview
You find the Expenses overview in the bottom menu. Tap the plus button and select New trip.
Enter dates and times for the trip
You start with the The trip step:
- Under Purpose, enter what the trip was about.
- In the calendar, first tap the day of departure and then the day of return.
- Under From and To, enter when you left and when you got back.
- If your company uses Town/city of departure and Destination, you enter them here too.
Tap Next to continue.
Check the overnight stays
In the Overnight stay step, you see how many nights the trip has and which accommodation option is the company's standard, for example Paid by employer. If that is correct, tap Next.
If you arranged accommodation in some other way, tap the option and select the one that applies to the entire trip:
- Paid by employer
- Paid by yourself, allowance against receipt
- Arranged yourself, allowance according to nightly standard rate
If only one of the nights is different, select Change a single night.
Adjust meals day by day
In the Meals step, you see the company's standard choices for breakfast, lunch and dinner for each day of the trip. If something is not right, open the day and select what applied to each meal, for example Paid by yourself, Entertainment, Included in the hotel price, Paid by employer, benefit or Included in the ticket price for public transport.
A day you have changed is marked Changed, so you can see straight away which days differ from the standard. If you want to start over, tap Reset to the company's standard.
Choose travel expense claim and account codes
In the Linked to step, you choose which travel expense claim the trip is added to. Under Added to travel expense claim, you can select an existing travel expense claim or tap Create a new travel expense claim.
When you create a new travel expense claim, you enter its Purpose and account codes, for example Cost centre, Project, Customer, Workplace and Business area. The trip inherits the account codes from the travel expense claim, just as it does in HRM on the web.
See what the trip gives you before you save
In Summary, you see everything in one place before you save:
- This will be registered shows travel days, nights, overnight stay and meals. Tap Show all meals to see each day in detail.
- What this gives you shows Tax-free subsistence allowance, Taxable subsistence allowance and Meal benefit. You also see what is paid out and what is taxed.
- Under How it was calculated, you see the calculation day by day, with subsistence allowance and deductions for meals, and a tax breakdown between tax-free and taxable.
When everything is correct, tap Save trip. The trip then ends up on the travel expense claim under To report in the Expenses overview.
Everything in place right after the trip
With the new app, you no longer need to save receipts and notes for later. You register the trip while it is fresh in your mind, and you see straight away what it gives you. This is the first step for travel registration in the new app. You can now register domestic trips, with the exception of selecting a set of rules and travelling time, which are coming next. After that, we will build international trips.
Questions and answers
Can I register international trips in the new app?
No, in the new app you can currently register domestic trips. International trips are coming later, and until further notice you register them on the web or in Mobile.
Why can't I see Town/city of departure and Destination?
The setting Enter address/city on domestic travel controls whether Town/city of departure and Destination are shown. You find it under Settings > Travel > Travel > General, on the Registration tab, in the General section. With Not shown, the fields are hidden. With Can be specified, the employee can fill them in, and with Must be specified, the fields are mandatory.
Where do the standard choices for accommodation and meals come from?
The standard choices for accommodation and meals are the ones your company has set up. You can always change them for the entire trip or for a single night or day.
