Guide: Travel accounting

  • 1. Choose the app "Travel accounting" in the section "Invoices, Travel & Financial Reports".

  • 2. Choose "Go directly to settlement via Personnel Administration".
  • 3. Click on "Settlement via Personnel Administration".

  • 4. Click on the "+" at the bottom of the left column and choose "+ From available trip".

  • 5. Click on the trip that you want to get reimbursed for and choose either "domestic travel" or "international travel".

  • 6. Check if the employment section is filled in correctly. If you are a project leader, you should see the Dean's name. Otherwise, it should be the name of your project leader.
  • 7. Update start and end date with the times you left and reached your home in Vienna.
  • 8. Update your destination and enter border crossing times. If you took a flight, enter departure and arrival time in Vienna.
  • 9. Check if the right internal order number is indicated.

  • 10. To manage your daily allowance, click on it. (For detailed information see step 12.)
  • 11. Add all the expenses you want to get reimbursed for. If you're not sure what type of expense to choose, contact Michael. Most receipts are non-taxable. (More information on this in the FAQs.)

  • 12. Blue meals indicate meals you want to get the per diem for. If a meal was already covered by the hotel/venue or shouldn't get reimbursed for another reason, click on it to make it white.

  • 13. Click on one of the expenses to enter details. Leave the expense date on the pre-filled date and avoid foreign currencies. As Personnel requires payment confirmations anyway, enter the Euro amounts actually deducted from your bank account/credit card.

  • 14. Save the form once (in the bottom right corner) and upload the necessary attachments.
    Requested documents are receipts/invoices, tickets/boarding passes and payment confirmations/bank account statements.

  • 15. Click on "Submit" and confirm your information in the pop-up window to finish the process. If you don't want to submit yet, you can also save the request to edit it later.