Travel Orders v2

Module Overview

Purpose

The Travel Orders v2 module manages recording, approval, and settlement of employee business trips. The system automates the entire process from trip request submission, through approval workflow, to final settlement and reimbursement.

Key Features

• Creating and managing travel orders for domestic and international trips
• Multi-level approval workflow with electronic signatures
• Automatic calculation of allowances (meals, travel, pocket money)
• Expense tracking with multi-currency support and automatic conversions
• QR code generation for employee payments
• Document and notes attachments
• Export to Excel and travel order printing
• Real-time travel order status tracking

Target Users

• Employees - filling basic data, entering expenses and trip settlements
• Supervisors - approving trip requests and result reports
• Accountants - settlement control, allowance approval and payment
• Administrators - rate settings, approvers and workflow configuration

Configuration

Active Workflow States

Determine which approval steps are active:

• Supervisor signature
• Senior supervisor signature (operation authorizer)
• Economist signature (budget manager)
• Business trip result report

Transport Options

Define available transport modes: company car, personal car, train, plane, bus, other.

Field Visibility

Choose which fields are displayed: residence, department, position, phone, credit card number, working hours, trip start/end, transport, estimated expenses, advance payment.

Allowance Rates

• Domestic meals - amounts by trip duration (5-12h, 12-18h, 18+h)
• Foreign meals - rates per country
• Mileage - rate per kilometer for personal vehicle
• Foreign pocket money - amounts per country
• Meal deductions - percentages when meals provided free

User Default Values

Set defaults for each employee: residence, department, position, phone, working hours, default approver.

User Permissions

• No access - Cannot access module
• View - Can view travel orders only
• Edit - Can create own travel orders and submit for approval
• Approver - Can approve travel orders
• Full access - Complete management including settings

Working with Travel Orders

Creating Travel Order

1. Click Create travel order
2. Fill in trip details: destination, purpose, dates, transport
3. Add expected expenses if required
4. Submit for approval

Settlement Process

1. After trip completion, add actual expenses
2. Attach receipts and documents
3. Submit settlement for approval
4. Await accountant approval and payment

Tips

• Set up default values for employees to speed up form filling
• Configure approval workflow according to company policy
• Use QR codes for quick employee payments
• Attach all receipts for complete documentation