A travel claim brings together the details of a business trip, daily allowances, expenses and mileage. Open Trips & expenses. Filter the list by trips, expenses or drives, and use the date range and status filters to find a particular claim.
Enter the trip details
- Select New trip.
- Enter the destination, purpose and mode of transport.
- Enter the start and end dates and times. The duration affects the allowance calculation.
- Choose a domestic or foreign trip. For a foreign trip, also select the country.
- Select a project and any other required cost allocations, then create the trip.
The trip is saved as a draft. You can complete its details before submitting it.
Check daily allowances and countries visited
Kelomo calculates daily allowances from the trip duration, countries and applicable rate table. Check each travel day and the reimbursement breakdown. You do not need to add daily allowances as expense lines.
Record free meals and accommodation arranged or paid for by your employer for each travel day. Follow the form’s meal guidance, as domestic and foreign trips may be treated differently. The night allowance is a separate option, not an alternative to a daily allowance. Select it only if the conditions for claiming it are met.
If you visit several countries, complete Route & countries. Add country changes with arrival times and check which country’s rate is used for each travel day. If you select a day’s country manually, it no longer updates from the route until you restore automatic selection.
Employer settings can also affect the amount. If it looks wrong, first check the times, countries and meal deductions.
Add expenses and mileage
Select Add expense entry:
- For an expense, attach the receipt and check the amount, VAT, payment method and description.
- For a drive, enter the route, purpose and distance. See Driving log for details.
For an expense on a foreign trip, you can also record the original currency and amount. Still check the amount in euros: recording the original amount does not replace it.
The trip’s project is used as the default. Check the allocations if individual travel days or expenses belong to different projects. Do not also record the same expense or drive as a separate claim.
Submit the completed claim
Review the whole claim and select Submit for approval. By submitting, you confirm that the information is correct and the trip was for work.
The trip and its expenses are processed together. If two-step approval is enabled, the claim is reviewed before it can be approved. You can follow its progress in the trip details.
Approval does not mean that reimbursement has been paid. Sent to payroll means the details are included in payroll export data. Your employer determines the payment schedule.
To download a PDF of the claim, select Travel expense report (PDF) in the trip details.
Correct a travel claim
You can return a submitted or reviewed trip to draft yourself by selecting Reopen, provided it is not locked. Correct the details and submit it again. The previous review is cleared.
If your supervisor returns a claim, read the reason and make the requested corrections. For an already approved claim, contact the person handling it. A trip locked for payroll export or invoicing may also require action on the relevant export or invoice batch.
If a feature is missing, ask an admin whether it is enabled and available to you.