Travel and Expense Reimbursements

Last updated: 2026-04-15 Owner: Product Writer Audience: user, manager, tenant admin

Purpose

Explain how to create a travel request or reimbursement and track its approval status.

Prerequisites

• have the correct title, period, category and amount
• know the related project/WBS when required

Operational steps

1. Open the Travel module.
2. Fill in the data for the new reimbursement or travel request.
3. Review amounts, dates and description.
4. Submit or save as draft, if available.

Expected result

The request is recorded and the form closes, returning to the list view or the correct prior state.

Evidence and receipts

• the module now supports evidence linked to each reimbursement
• for categories such as tickets, hotel, taxi, meals, tolls, and parking the requirement is conditional
• for km it remains optional
• the submitter can manage evidence while the case is still in Draft or Changes requested

Correction workflow

Travel and reimbursement workflows now distinguish:

• Draft: the submitter can still edit the content
• Submitted or Resubmitted: the request is under review
• Changes requested: the reviewer asks for targeted corrections with a note
• Approved or Rejected: the case is closed
• Reimbursed: post-approval financial state, outside the correction cycle

If you receive Changes requested, correct the travel or reimbursement details and resubmit from the module. Final approval decisions live in Approval Center.

Common errors

• Invalid amount
• cause: non-numeric or negative value
• solution: correct the amount field

• WBS not available
• cause: project not assigned to the user
• solution: verify with admin/HR/manager

• Travel request not editable
• cause: the request is already under review or closed
• solution: wait for Changes requested or verify the final outcome in Approval Center