Travel expenses -- Itemized mileage and expense tracking


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The Consected Travel Expenses Instant App allows teams of employees and contractors to track mileage and travel expenses and submit expense reports, with all the tricky mileage and "business use" calculations automated. This presentation shows how quickly and easily a user can submit reports, so that they can enter a review, approval and payment workflow in the back office.

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Travel expenses -- Itemized mileage and expense tracking

  1. 1. Travel Expenses Instant App Itemized Mileage and Expense Tracking Travel Expenses Instant App
  2. 2. Home Page A user's home page shows an Expenses Folder that collects all their expense reports in one place, and below that recently updated expense reports. Messages related to expense reports will appear in the left hand column. Notifications by email mean that users only have to check back when the status of their expense claim changes, To get started, the expense user opens their Expenses Folder. If it helps to organize users, you can create different group folders. Travel Expenses Instant App
  3. 3. Expenses Folder The user's Expenses Folder collects all previous expense claims so they can be referred to in the future. In this example you see a November Travel Claim is already in place. The user needs to add a new expense report and clicks the Add Expense Claim link. Travel Expenses Instant App
  4. 4. <ul><li>Expense Claim </li></ul><ul><li>A simple form is presented to the user, allowing him to enter details such as: </li></ul><ul><li>Expense reason </li></ul><ul><li>Total mileage for month </li></ul><ul><li>Business mileage for month </li></ul><ul><li>Dates the claim applies to </li></ul><ul><li>The Percentage of Mileage for Business Purposes is calculated automatically based on the entries made by the user. This will be applied to any vehicle expenses claimed. </li></ul>Travel Expenses Instant App
  5. 5. Expense Receipts For travel expenditures, receipts can be captured directly into the expense report. Scanned documents and PDF bills downloaded from email are typically uploaded directly from the user's PC. Multiple documents can be uploaded quickly. Travel Expenses Instant App
  6. 6. Entering Expense Items A summary of the information entered so far is visible to the user. Now it is time to start entering expenses. Each expense item or mileage amount is added by clicking the Add Expense Item link. Travel Expenses Instant App
  7. 7. <ul><li>Adding Expense Items </li></ul><ul><li>The simple expense item form allows the entry of: </li></ul><ul><li>Explanation </li></ul><ul><li>Date incurred </li></ul><ul><li>Category, for example </li></ul><ul><ul><li>Hotel </li></ul></ul><ul><ul><li>Mileage </li></ul></ul><ul><ul><li>Vehicle </li></ul></ul><ul><ul><li>Entertainment </li></ul></ul><ul><ul><li>Miscellaneous </li></ul></ul><ul><li>Mileage </li></ul><ul><li>Vehicle Expense </li></ul><ul><li>Other Expenses </li></ul><ul><li>Items entered are automatically calculated for the user at the appropriate rate. </li></ul><ul><li>Vehicle expenses are calculated based on percentage use of vehicle for business purposes. For some companies, a mileage calculation may alternatively be applied. </li></ul>Travel Expenses Instant App
  8. 8. Item Saved The newly saved expense item is presented for review. The user just clicks the Add Next Expense Item link to add the next item. Any item can be edited or deleted if needed. Travel Expenses Instant App
  9. 9. Mileage Items Users enter mileage items to track their business mileage over time. In this example the individual mileage items are not used to calculate actual expense values, instead being used for tracking purposes. A user can actually start a new expense report at the start of a month, adding mileage entries over time. The expense report can have other expense items added before being submitted, or can just be used to track business mileage for a month without being submitted directly for reimbursement. Travel Expenses Instant App
  10. 10. Vehicle Expense Vehicle expenses are entered. The app calculates the actual reimbursable expense based on the business mileage percentage calculated on the initial claim form. Travel Expenses Instant App
  11. 11. Expense Summary The user can review all entries in the summary table and make changes if necessary. You will see that vehicle expenses are automatically calculated at the “percentage of mileage for business purposes” rate. Also notice that the mileage total is tracked (but does not contribute to the expense total). The expense report can now be submitted by clicking the Submit claim link. Travel Expenses Instant App
  12. 12. Submission When submitting the expense claim, the user is presented a message allowing them to confirm that the report is complete. This acts as the 'signature' of the action. After submission, the report is locked down, preventing further changes, and the approval and payment workflow starts up, delivering the report automatically to the initial reviewer. For more information about the approval and payment process, please see the information at: Travel Expenses Instant App
  13. 13. Process Expenses More Easily For Free! <ul><li>Any organization can process expense reports more easily and save money in the process </li></ul><ul><li>Sign-up for free, for unlimited users, starting instantly. </li></ul><ul><li> </li></ul>Travel Expenses Instant App