Human resources and internal processes
Business trips
Travel orders from request to reimbursement — manager approval, a cash advance from the cash desk, settlement with route points, meal allowance and expenses, confirmation and payout. Every step is a task for a specific person, so an order never hangs without an owner.
Context
The Business trips module is part of the internal company portal that we designed, developed and deployed for a client in the area of human resources and internal processes. The portal consolidates dozens of company agendas into one environment with single sign-on, roles and an auditable history — and the Business trips module is part of it.
Challenge
Travel orders were filled in on paper forms and the settlement reached accounting a week late, often without receipts. Advances were recorded in the cash-desk notebook and nobody knew which trips were still unsettled. The accountant calculated the meal allowance by trip duration by hand.
How we delivered
We built Business trips as a chain of tasks where every step has an owner and a deadline.
Travel order: the employee enters the purpose, place, dates, means of transport and fellow travellers. The manager receives an approval task.
Document and advance: after approval the assistant adds the document number and the cash desk pays an advance, recorded as a movement in the Cash desk module.
Settlement: after returning, the employee adds route points with times, expenses with receipts and kilometres for a private car. The system calculates the meal allowance by trip duration and the reduction for provided meals.
Confirmation and payout: the manager confirms the settlement, accounting settles the difference against the advance and closes the order. Attachments are stored with the order and the history contains every step with name and time.
Client benefits
No travel order hangs without an owner
every step is a task with a deadline for a specific person.
Meal allowance and reductions are calculated automatically by trip duration, not by hand in accounting.
Advances and settlements are linked to the cash desk, so the balance matches without tracing.
Receipts from the trip are attached to the order and go to accounting together with the settlement.
Management sees how many trips are in progress, approved and unsettled.
Step-by-step workflow
The employee creates a travel order with purpose, place, dates and transport
The manager receives a task and approves or rejects the order
The assistant adds the document number, the cash desk pays an advance
After returning, the employee fills in route points, expenses with receipts and kilometres
The system calculates the meal allowance and reductions, the manager confirms the settlement
Accounting settles the difference against the advance and closes the order
Module capabilities
- travel order with manager approval
- document number and cash advance
- route points with times and transport
- automatic meal allowance and reductions
- expenses with receipts and mileage
- settlement confirmation and payout
- attachments and history of every step
- overview of unsettled trips
Integrations
- employees and organisational structure
- task workflow
- cash desk (advances and settlement)
- receipts (trip expenses)
- vehicles (kilometres)
- file manager (attachments)
Process statuses
- New
- Approved
- Advance paid
- For settlement
- Settlement confirmed
- Reimbursed
- Rejected
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without touching the existing core. Clean code, documentation and separate configuration files ensure that another team can develop the system — without depending on one person who knows "how it works".
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client can be sure the system keeps working for years.
Module functions in detail
- Travel order
- Purpose, place, date and time of departure and return, means of transport (company car, private car, train, plane), fellow travellers and the project the trip is for.
- Manager approval
- The manager from the organisational structure receives the task Approve trip. Rejection requires a reason; an approved order moves to the next step.
- Document number and advance
- The assistant adds the travel order number and the cash desk pays a cash advance. The advance is a movement in the Cash desk module linked to the order.
- Route points
- After returning, the employee enters the legs of the trip with arrival and departure times, place and transport. Trip duration is calculated from them.
- Meal allowance and reductions
- The system calculates the meal allowance by trip duration and the reduction for a free breakfast, lunch or dinner. The employee calculates nothing by hand.
- Expenses and mileage
- Accommodation, tickets and other expenses with receipts as attachments; for a private car the kilometres and fuel compensation.
- Confirmation and payout
- The manager confirms the settlement, accounting settles the difference against the advance and closes the order. The whole history with names and times stays with the order.
FAQ
No. Trip duration is calculated from the route points and the system determines the allowance and the reductions for provided meals.
The cash desk pays the advance as a task in the order's chain. At settlement the difference is returned or topped up, and both movements are in the cash book.
Yes. The order has a project, so the trip costs appear in the project's financial overview.
Accounting and management in the order overview by state; the employee and manager have the open steps as tasks.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.