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Travel
Travel
In the Travel panel you can enter the Destination, Travel Time, Vehicles and Travel Purpose.
Table of contents
- Destination
- Travel Time
- Daily Allowance
- Vehicles
- Travel Purpose
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1. Destination
The following fields can be entered:
| Subject |
From the drop down list select the subject the employee has travelled to. |
| Place |
The program will fill-in the information according to the information that you have previously entered in the Postal Area field. |
| Country |
The program will enter this field automatically according to the values of the Postal Code field. If required, you can change the entered information. |
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By clicking on the Map, you can see the destination in Google maps. |
| Dept. |
Initially filled with the employee's department. It can be changed. |
| Cost. Ctr. |
In this field you can select from the lookup list the cost center to which you would like to link this line of the trip document. You will have to enter the cost center of the first line, for the next line the program will offer the cost center of the last entered line of this trip document, however, you can change it.
If you have set the mandatory entry of the cost center in the Document Types Settings and you do not define the Cost Ctr. field in the trip document, the program will report an error: Cost center must be specified.
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2. Travel Time
| Departure |
In this field you can select from the calendar the departure date and time of the trip to the subject. The program will offer the date equal to the date on which the trip document has been created. |
| Arrival |
In this field you an select from the calendar the date and the time of the arrival from subject's place. |
| Payment Within |
The number of trip days for the individual line. |
| Hrs. |
The number of trip hours for the individual line. |
| Daily Allow. |
It can be:
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| Value |
Value of the daily allowance is atomically transferred from the Register of Daily allowance and Mileage Rates. We can manually change or correct data. |
| Amount |
Program automatically calculates the number of daily allowance based on the travel time. We can manually change or correct data. Program will take into consider the following values on the business trip abroad, which are:
- from 6 to 8 hours it will calculate 0,25 value of the daily allowance
- from 10 to 14 hours it will calculate 0,75 value of the daily allowance
- over 14 hours it will calculate the full daily allowance
Program must automatically check the number of daily allowance with the number of travel days and does not allow us to enter higher number of daily allowance than the trip is lasting.
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| Daily Allowance |
The program will display the amount of the daily allowance converted to the domestic currency. If daily allowance are in EUR, this information will be equal to the information in the Value field. |
| Extras |
In this field the program will enter a field bonus if you have defined in the register of allowances and mileage rates the field bonus. You can enter the information manually as well. |
| Currency |
In the field the program will display the currency of the daily allowance and the bonus. |
| Counter Before |
The vehicle odometer value before the trip. The program will according to the license plate lookup for the last trip document of the certain vehicle and will offer the after value of that trip document. |
| Counter After |
The vehicle odometer value after the trip. The program will enter this field automatically according to travelled kilometers or you can enter it manually. |
| Travelled (km) |
Total value of travelled kilometers for this trip. You can define this information in four ways:
- If you have entered in the register of postal zones the distance to an individual place, the program will automatically offer the doubled distance;
- If you have defined the distance in the Subjects register, the program will offer the doubled distance. Otherwise, the program will ask if to enter the one-way distance that you have entered in the Distance field of the Subjects register;
- If you have entered the Counter Before and After fields, the program will calculate the number of travelled kilometers according to this information;
- Enter the information manually.
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| Mileage Rate |
Information about the mileage price to which an employee is entitled for each driven kilometer (from the register of daily allowances and mileage rates ). If required, you can change the price manually. |
3. Daily Allowance
In case the travel is taking place in Slovenia or in this country (from Administration Panel) and is the same as the Country on the Travel Order that the Type of daily allowance will be automatically selected and written based on the travel time. Type of daily allowance is automatically entered based on the settings set in the Register of daily allowance and mileage rates and the travel time. Data can be manually corrected or changed.
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WARNING
The preposition for automatic selection of domestic daily allowance is the entry of the suitable Daily Allowance Type in Register of daily allowance and mileage rates.
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In case travel is taking place outside Slovenia or is our country (from Administration panel) different from country in travel order, than the type of daily allowance will be automatically selected and entered based on the travel time and under the following conditions:
- if in Register of daily allowance register Code (column ID) is the same to the ISO code of the country from the Register of Countries for the country that is selected in the travel order in the field Country
- the exception is Russian Federation, where is considered the condition postal code from travel order from the field Postal Code like:
- if the Postal Code is 101000, 101194 or 101300 is entered daily allowance with the code RUSM,
- if the Postal Code is 19005 or 19008 is entered daily allowance with the code RUSP,
- if there are selected other postal codes (different from the above listed) is entered daily allowance with the code RUSO.
- if on the travel order is selected country which ISO code of the country does not fit any of the code from the countries register, than in the field Daily allowance is entered daily allowance with the code 999
Otherwise it is necessary to manually enter foreign daily allowance.
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WARNING
Before creating travel order for correct working of automatics of foreign daily allowance we recommend import daily allowance through Transfer register – Daily Allowance and Mileage Rates. With recalculation of the exchange rate for daily allowance for abroad it is considered last travel day in accordance with the Article 4, paragraph 4 of the Decree on the reimbursement of costs for traveling abroad on official mission (http://www.pisrs.si/Pis.web/pregledPredpisa?id=URED1448).
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| Departure |
In this field you can select from the calendar the departure date and time of the trip to the subject. The program will offer the date equal to the date on which the trip document has been created. |
| Arrival |
In this field you an select from the calendar the date and the time of the arrival at subject's place. |
| Days |
The number of trip days for the individual line. |
| Hrs |
The number of trip hours for the individual line. |
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Daily Allow.
  
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| Domestic daily allowance |
In case the travel is taking place in Slovenia or in this country (from Administration Panel) and is the same as the Country on the Travel Order that the Type of daily allowance will be automatically selected and written based on the travel time. Type of daily allowance is automatically entered based on the settings set in the Register of daily allowance and mileage rates and the travel time. Data can be manually corrected or changed.
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| Foreign Daily Allowance: |
In case travel is taking place outside Slovenia or is our country (from Administration panel) different from country in travel order, than the type of daily allowance will be automatically selected and entered based on the travel time and under the following conditions:
- if in Register of daily allowance register Code (column ID) is the same to the ISO code of the country from the Register of Countries for the country that is selected in the travel order in the field Country
- the exception is Russian Federation, where is considered the condition postal code from travel order from the field Postal Code like:
- if the Postal Code is 101000, 101194 or 101300 is entered daily allowance with the code RUSM,
- if the Postal Code is 19005 or 19008 is entered daily allowance with the code RUSP,
- if there are selected other postal codes (different from the above listed) is entered daily allowance with the code RUSO.
- if on the travel order is selected country which ISO code of the country does not fit any of the code from the countries register, than in the field Daily allowance is entered daily allowance with the code 999
Otherwise it is necessary to manually enter foreign daily allowance.
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| Value |
Value of the daily allowance is atomically transferred from the Register of Daily allowance and Mileage Rates. We can manually change or correct data. |
| Amount |
Program automatically calculates the number of daily allowance based on the travel time. We can manually change or correct data. Program will take into consider the following values on the business trip abroad, which are:
- from 6 to 8 hours it will calculate 0,25 value of the daily allowance
- from 10 to 14 hours it will calculate 0,75 value of the daily allowance
- over 14 hours it will calculate the full daily allowance
Program must automatically check the number of daily allowance with the number of travel days and does not allow us to enter higher number of daily allowance than the trip is lasting.
It displays a warning like eg: 
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| Breakfast, Lunch, Dinner |
Local daily allowance: switcher Breakfast is used to lower the daily allowance doe to the free breakfast on the business trip in Slovenia in accordance with the Article 6 of Decree on the tax treatment of reimbursement of costs and other income from employment. We confirm the switcher, when the employee had on the business trip in Slovenia a free breakfast, while the program is will calculated business trip based on the travel time:
- over 6 hours to 8 hours the switcher is not possible to confirm, because the daily allowance does not lower
- over 8 hours to 12 hours with the confirmed switcher, the daily allowance is lowered by 15%
- over 12 hours to 24 hours with the confirmed switcher, the daily allowance is lowered by 10%
Foreign daily allowance: switcher is used to lower daily allowance because of the free meal on the business trip abroad in accordance with the Article 8 of Decree on the tax treatment of reimbursement of costs and other income from employment. We confirm the switcher, when the employee had on the business trip abroad free meals. In case the business trip abroad is lasting from:
- 6-8 hours: employee is entitled to one meal, where we can choose one of the switchers B, L or D. Program will lower the daily allowance by 10%.
- 10-14 hours: employee is entitled to two meals, where we can choose the switchers B, L or D. (the rest is only for display). Program will reduce the daily allowance in the next amount:
- Confirmed switcher B, than the daily allowance will lower by 15%
- Confirmed switcher L or D, than the daily allowance will lower by 40%
- 14-24 hours: employee is entitled to all three meals, program will reduce the daily allowance in the next amount:
- Confirmed switcher B, than the daily allowance will lower by 10%
- Confirmed switcher L or D, than the daily allowance will lower by 35%
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| Factor |
Shows values based on the reducing the daily allowance. In case the daily allowance if full, than the factor is 1. If the daily allowance is lowered by 10% (breakfast) than the factor is 0,90 … It is not possible to correct this field (it is only for display).
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| Value |
Data about the value of the daily allowance, where is considered the lowering of the value because of the meals. It is not possible to correct this field (it is only for display).
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| Extras |
Bonus is transferred form the Register of Daily allowance and Mileage Rates, which can be manually changed. |
| Bonus |
Total value of the field extras based on the number of daily allowance. It is not possible to correct this field (it is only for display). |
| Currency |
The value is transferred form the Register of Daily allowance and Mileage Rates, which we cannot manually change it. |
| Exchange Rate |
It is transferred based on the value, which we can manually correct here. |
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Through the button Refresh we get the new daily allowance based on the travel time. We use the button only when we want to retrieve data about the type and the number of daily allowance, so when we change data in the trip and with this the travel time.
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| Value |
In this field the program will display the value according to the selected daily allowance type. |
| Extras |
In this field the program will enter a field bonus if you have defined in the register of allowances and mileage rates the field bonus. You can enter the information manually as well. |
| Currency |
In the field the program will display the currency of the daily allowance and the bonus. |
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If you selected the checkbox on the right side of the currency, the program will leave the value in its original currency and will not convert it to EUR. |
| Exchange Rate |
If the value of the daily allowance is in a foreign currency, the program will in this field display the exchange rate for the conversion to EUR. A double-click in this field will open the exchange rate from the Subjects register. The exchange rate will be for a certain currency on the trip day by a bank that you will determine in the Administration Panel. |
| Amount |
In this field you can enter the amount of daily allowances. You do not have to enter the amount as whole number only, it can also be entered as a non-whole number. You can refer to this field as #Dnevnica# variable which can also be used in the earnings types formula (i.e. when paying out a daily allowance to the employee and her or she is not entitled to receive meals allowance). |
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The program will automatically check the amount of the daily allowances with the amount of the trip days and will not allow to enter a higher amount of daily allowances than the trip days! |
| Daily Allowance |
The program will display the amount of the daily allowance converted to the domestic currency. If daily allowance are in EUR, this information will be equal to the information in the Value field. |
| Counter Before |
The vehicle odometer value before the trip. The program will according to the license plate lookup for the last trip document of the certain vehicle and will offer the after value of that trip document. |
| After |
The vehicle odometer value after the trip. The program will enter this field automatically according to travelled kilometers or you can enter it manually. |
| Travelled (km) |
Total value of travelled kilometers for this trip. You can define this information in four ways:
- If you have entered in the register of postal zones the distance to an individual place, the program will automatically offer the doubled distance;
- If you have defined the distance in the Subjects register, the program will offer the doubled distance. Otherwise, the program will ask if to enter the one-way distance that you have entered in the Distance field of the Subjects register;
- If you have entered the Counter Before and After fields, the program will calculate the number of travelled kilometers according to this information;
- Enter the information manually.
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| Mileage Rate |
Information about the mileage price to which an employee is entitled for each driven kilometer (from the register of daily allowances and mileage rates ). If required, you can change the price manually. |
| Mileage Rate (over 500 km) |
Information about the mileage price to which an employee is entitled for each driven kilometer - only for travelling abroad and if the trip exceeds the mileage that you have set in the register of daily allowances and mileage rates (Threshold field). If required, you can change the price manually. |
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In trip documents of closed routes abroad, the program will offer a higher price per kilometer for all lines that will follow the line in which you have exceeded the highest mileage line (Threshold field). |
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HINT
This is a HINT and should be marked with this icon. If necessary, copy this whole table and add a new hint.
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WARNING
This is a WARNING and should be marked with this icon. If necessary, copy this whole table and add a new warning.
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