Set up travel expenses generated from booked trips

Only account admins can perform this task.

You can configure whether Perk generates travel expenses from booked trips for each company. 

You can choose the default travel expense status and whether travel expenses are assigned to the person who booked or the traveler, determine the expense category to be used for each booking type, indicate the transfer account used for payment, and choose to create trip expenses from bookings that allow people to add other expenses for easier processing of expense on a trip basis.

Note: If you choose not to create expense directly from your booked trips, you must manually download Perk travel invoices for processing.

To set up the settings for travel bookings:

  1. Go to Settings > Expense settings > Travel bookings.
  2. Turn on Sync expenses for travel bookings.
  3. Configure the required fields:
 
Option Required Description
Transfer account Required

Travel bookings are booked against a transfer account in the finance system.

Depending on the payment method, this information may or may not be needed:

  • If the payment method is company card, the expense is posted to the ERP account specified on the card.
  • If the payment method is “Travel Provider”, the transfer account needs to be specified.

If an account is not required (i.e. paid by company card), enter na since it is a mandatory field.
Default expense status Required

Determines how travel expenses are managed in Perk. It can be either:

  • Draft (Submitter will see expense) or
  • Travel draft (only Travel Admin sees expense within Travel Admin menu)
Category for flight expenses Optional Expense category to be selected for flights.
Category for hotel expenses Optional Expense category to be selected for hotels.
Category for train expenses Optional Expense category to be selected for train tickets
Category for car expenses Optional Expense category to be selected for car rentals
Category for other expenses Optional Expense category to be selected for other expenses, e.g. Perk booking fees.
Assign expense to traveler, not booker (unsupported if paid by card, except Perk lodge card) Optional

This enables the alternative import strategy for expenses that are Paid by travel provider. In this case, Perk tries to assign the expense to the traveler mentioned in the invoice.

 
Create trips Optional Automatically create trip expenses based on Perk trip itineraries. See Create trip expenses from Perk trips.

 

 

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