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Version: 2026.10.0

Administration of Allowances for the Expense Settlement

Before the expense settlement can be used in the system, meal, overnight stay, and kilometer allowances must first be stored for the countries to which business trips are made.

Filter view of the expense administration with the SmallEdit open

Defining Validity​

First, the mandatory fields "Country" and "Valid from" must be filled in, so that the correct values can be retrieved when creating an expense settlement. There is also a "Valid until" field, which must be filled in if an allowance should no longer be available in the expense settlement from a certain point in time.

Storing Allowances​

The Allowance Type (field "kind") is recorded to make clear which allowance is involved. In the "Amount (EUR)" or "Amount (%)" field, the corresponding value is entered.

SmallEdit of the expense administration with the fields "Country", "Valid from", and "Valid until"

Best Practice
  • For the meal allowance, the amounts to be paid out are recorded. For Germany, for example, €14 for more than 8 hours but less than 24 hours of absence, as well as for the arrival and departure day of a multi-day business trip, and €28 for at least 24 hours of absence.
  • Under "Meal Allowance Deduction (in %)", it is recorded by what percentage the meal allowance is reduced if breakfast, lunch, or dinner is provided, for example if breakfast is included at the hotel and the hotel costs are covered by the employer.

Storing Conditions​

Which conditions can be selected depends on the selected allowance type.

  • For the meal allowance, the conditions "Arrival", "Departure", or "Greater or equal x Hours" can be stored.
  • For the meal allowance deductions, the conditions "Breakfast incl.", "Lunch incl.", and "Dinner incl." can be selected.
  • For the overnight stay allowance, the condition "Private Overnight Stay" can be stored.

Storing Weighting​

Weightings can be stored for the meal (and overnight stay) allowance, because for a record in the expense settlement, several of the meal allowances stored in the expense administration may apply under certain circumstances. In this case, the allowance with the higher weighting is always used. If there are several meal allowances or several overnight stay allowances with exactly the same weighting, the one with the highest amount is used.

Best Practice

Suppose you are traveling for more than 8 hours on the arrival day of a multi-day trip. Without weighting, the "Greater or equal x Hours" allowance would be used. Because the meal allowance with the "Arrival" condition is weighted higher, this allowance is used instead, i.e. €14 instead of €28.

Filter view of the expense administration with allowances of the type "Meal Allowance"

Note

Deductions are always linked with AND, which is why no weighting is needed for them. This means that if breakfast and lunch are included on a given day, i.e. you do not pay for them yourself, both deductions are calculated.