A travel claim is filled in a single view. Open My work → Trips & expenses. There you find your trips, expenses and drives in the same list, and there you also record a new one.
Kelomo forms the per diems from the trip dates and times. Give the times correctly and note the exceptions.
Find the right row
The list is a single one and the filter chips narrow it: All, Trips, Expenses and Drives. Drives appears only if your employer has enabled mileage allowances.
The status filter narrows the same list by processing stage: All, Drafts, Submitted, Approved.
Record a new trip
- Press New trip.
- Fill in Destination, Start and End. Give the times as well: “The times determine the per-diem (full/partial) — check them.”
- State the Purpose and the Mode of transport.
- Choose the Scope: Domestic or Foreign.
The trip is created in the Draft status, and a draft you may edit freely.
Check the per diems
Per diems form automatically from the trip dates. You do not add them as rows and you do not calculate them by hand.
A travel day can be Full per diem, Partial per diem, No per diem or Night allowance. Open a single day only for an exception: you received a free meal or free accommodation. A reported meal then appears as the marking Halved — free meals.
The amounts of the allowances come from the Finnish Tax Administration’s annual decisions, and Kelomo keeps the tables up to date.
Add receipts and kilometres
Two kinds of rows are added to a trip:
- Receipt – an expense you paid.
- Kilometres – a drive.
On a kilometre row you choose the source: Route, Kilometres or Odometer. Route calculates the distance for you, Kilometres is a direct figure and Odometer derives the kilometres from the difference between the readings.
Submit for approval
When the trip is ready, press Submit for approval. At the same time you attest: “By submitting I attest that the details are correct and the trip was made for work duties.”
After that the trip moves through the statuses: Draft → Submitted → (Reviewed) → Approved. Reviewed is in between only if your employer uses two-step approval.
If your supervisor returns the trip, you see the reason in the form “Returned: {reason}”. Fix it and submit again.
If something goes wrong
Route calculation fails. You see the message “Route calculation failed.” Change the kilometre row’s source to Kilometres and enter the figure by hand.
You cannot edit a submitted trip. A submitted trip is no longer a draft. Undo the submission, or ask your supervisor to return it – after the return the trip is editable again.
You do not see something described here. Some features are up to the employer: mileage allowances, per diems, foreign trips, mandatory receipts and text recognition of receipts. If one of them is missing from your view, your employer has not enabled it.