Business trip management
Business trip management
In the day-to-day operations of virtually any business, there is occasionally a need to send employees on business trips to other locations, both within Ukraine and abroad. The “Business Trip Management” solution automates the process of planning and tracking business trips and related documentation in accordance with the requirements of current Ukrainian legislation.
The “Business Travel Management” solution allows you to perform the following operations:
- Maintaining a business travel log;
- Creating a Business Trip Order (Directive);
- Approval of an Order (Directive) for a Business Trip;
- Creating memos regarding business trips;
- Calculation of a business trip advance;
- Preparation of a budget for planned expenses;
- Issuance of a business travel certificate;
- Print the Fund Usage Report Form (Advance Report);
- Generating the “Business Trip Log” report.
Job Description
Maintaining a Travel Log
The Business Trip Directory contains a list of business trip records. Entries in the directory are created separately for each employee going on a business trip. Entries in the directory can be created directly by the employees going on the trip or by designated company staff (secretary, administrative assistant).
The Business Trips directory card contains the details required for recording business trips in the registry and preparing business trip documents:
- Employee on business trip (full name, position, department);
- Purpose of the business trip;
- Scheduled and actual dates of departure and return;
- Scheduled and actual duration;
- Destinations;
- Order number and date.
The Planned Expenses tab contains information about the estimated expenses associated with the business trip, namely:
- Daily allowances for the duration of the business trip;
- Travel expenses;
- Accommodation expenses
Creating an Order (Directive) for a Business Trip
After filling out all the required fields in the Business Trips reference card, you must create a Business Trip Order. When you click the button, the system generates a document based on a template, which is sent via the standard “For Approval” workflow.
Creating Memos
The system allows you to create the following types of memos:
- Request for a business trip;
- Request for a vehicle for a business trip;
- Request for gasoline for a business trip by car.
Memos are created by clicking a button on the business trip card. Documents are generated using a template and sent for approval via the standard “For Approval” workflow.
Creating Memos
Planned daily expenses are calculated based on data from the reference guide Travel Expense Rates. You can set expense rates for:
- a specific city in the selected country;
- all other cities in the selected country (except those for which separate records have been created);
- all cities in the selected country;
- all other countries (except those for which separate records have been created).
The technical solution allows for the accounting of travel expenses in the following currencies:
- Ukrainian hryvnia;
- Russian ruble;
- U.S. dollar;
- Euro.
Preparation of Travel Documents
After creating a Business Trip Order, the user can generate and print the following documents:
- Estimated Expense Budget;
- Business Trip Certificate;
- Advance Report Form.
Generating the “Business Trip Log” Report
The “Travel Log” report is generated based on the selected parameters.
Search for Business Trips
The “Search for Business Trips” script allows you to quickly find the business trips you need, for example, by employee, destination, or dates. When the script runs, it opens the Business Trips directory, filtered according to the selected parameters.
Additional Features
When arranging a business trip, company employees can review the guidelines for domestic and international business trips, which contain the necessary information on the procedures for preparing travel documents and claiming reimbursement. Having these documents available minimizes the need for employees to contact the accounting department or the secretary for clarification.
Business Impact
The “Business Travel Management” solution will automate the process of planning and tracking employees’ business trips. Using this solution provides the following benefits:
- Consolidated tracking of business trips for all company employees, including those at offices and geographically dispersed units;
- Efficient management of business trips in accordance with applicable laws;
- The ability to estimate the budget for a business trip in advance and decide whether the trip is necessary;
- Reduced time required for document preparation and approval;
- Immediate access to information.
faq
What is a business travel management system?
This is a technical solution for automating the planning and tracking of business trips and related documents. The system helps organize this process in accordance with current Ukrainian legislation and company policies.
Which business travel-related processes can be automated?
The system allows you to maintain a record of business trips, create and approve orders, draft memos, calculate advance payments, plan expenses, prepare documents, and generate advance payment and other reports.
Is it possible to automatically generate a business trip order?
Yes. After the required information is entered, the system generates a travel order based on a template and sends it along the specified route for approval.
Is it possible to calculate the budget for a business trip in advance?
Yes. The system allows you to create a budget estimate and include per diem allowances, travel expenses, and lodging costs in accordance with company policies. This enables you to estimate the budget for an upcoming trip in advance.
Does the system support business trips within Ukraine and abroad?
Yes. The solution is designed for planning and tracking business trips both within Ukraine and abroad. You can set up appropriate expense limits for different countries and cities.
Is it possible to calculate per diem and other expenses in different currencies?
Yes. The system allows you to track travel expenses in hryvnia, U.S. dollars, and euros, as well as configure expense allowances based on the country, destination city, and job level.
What types of documents can be generated using the system?
The system allows you to generate orders and memos, budget estimates, travel authorizations, and advance expense report forms.
How can you keep track of all your employees' business trips?
The system maintains a single registry of business trips. The “Business Trip Log” report is available, and you can quickly find a specific trip by employee, destination, or dates.
Who can create and process business trip requests in the system?
Business trip records can be created either by the employees going on the trip themselves or by designated company staff, such as a secretary or administrative assistant.
What are the benefits of automating business travel management?
The solution provides centralized tracking of business trips, helps organize and monitor employee travel assignments, follow-up reporting, and budget management. It reduces the time required to prepare and approve documents, provides quick access to travel information, and cuts the number of errors in document preparation and reporting by a factor of seven.
