Create Fixed Allowances

The system calculates the fixed allowances based on the itinerary. Use the Adjustments page to:

  • Make any required adjustments to the system calculations

  • Generate the actual expenses based on the calculations

Before creating or editing fixed allowances, review the general information in the overview.

Access the Expenses & Adjustments page

You can access the page either:

  • As a step during the creation of an expense report - or -

  • On the expense report page, by selecting Travel Allowance > Edit Adjustments

Create and adjust fixed allowances

By default, all fixed allowances associated with this itinerary appear on this page.

You may have some or all View options:

  • Adjustments – This is the default view where you can see a row for each calculated daily allowance and if configured, select provided meals and other options.
  • Reimbursement Details – This view shows details for the adjustments based on what you selected using the Adjustments view together with original rate amounts, any deductions for the day, and total reimbursable amounts.
  • Tax-Exempt Amounts – This view only displays for configurations that include both statutory and custom rates that differ from each other. The difference is tracked as taxable to you. You can compare the amount on the Adjustments page with the tax-exempt amount on this page to know how much of your daily allowance is taxable.

To create and adjust fixed allowances:

  1. There are several different configuration options that affect the information that appears on the Adjustments page. However, the following information (columns) always appear appear when using the Adjustments view.

    Column

    Description

    Exclude Day

    Select the check box for each row that you want to exclude.

    For example, if you add a few personal vacation days to the end of a trip and will not be reimbursed by your company.

    You will see that the Amount column is adjusted accordingly.

    Date/Location

    Displays the date and location associated with that row, as indicated on the itinerary.

    Amount

    Displays the total allowance for the day that you will be reimbursed.

    Your Adjustments page may appear with this option, as determined by your company.

    Configuration

    Description

    Provided meals – check boxes

    		 Select the check box for each meal provided. For each check box selected, the amount in the Amount column is reduced.

  2. Make the appropriate choices, based on your configuration of the Adjustments page.

  3. (Optional) If you were claiming a travel allowance and creating adjustments, click Finish.

  4. (Optional) If you were editing travel allowance adjustments, click Save.