How to settle a foreign delegation?

Foreign delegations can be billed in the same way as domestic delegations – but you must remember to enter additional data, such as exchange rates.

Step 1

From the Business trips side menu, select Trip Settlements tab. In the upper right corner, click on the + Add new Trip Settlement button.

Step 2

To create a new settlement, complete the form. Leave the ‘Related document’s number’ field blank.

Change the ‘Trip type’ field from domestic to foreign. An additional field will appear, which should be completed with vehicle data and crossing times.

The duration of an employee’s stay outside the country counts, depending on the type of communication:
land – from the moment of crossing the country border on the way abroad, to the moment of crossing the country border on the way back to the country
airplane – from the moment of taking off the plane on the way abroad from the last airport in the country, until the landing of the plane on the way back at the first airport in the country
sea trip – from the moment the ship (ferry) leaves the domestic port until the ship (ferry) enters the domestic port

Step 3

If the delegation details are correct, select the Add business trip settlement button.

Step 4

The next step is to settle the journey with a car (private or business) – fill in the mileage and confirm it with the + Add settlement button. The system will automatically assign a refund rate for 1 km of mileage. If you used a different means of transport during your delegation, leave this space blank.

Step 5

Settle other delegation costs by showing invoices, bills, tickets and other documents that entitle you to reimbursement of costs incurred. Accept each new item with the + Add settlement button. If you prefer to settle a lump sum, you can leave these lines blank.

Step 6

If your employer provides you with full or half board during your trip, complete the next item on the form. If the employer does not provide food during the trip, this should also be noted.