Travel requests and expenses, approved and settled
Travel and Expenses is a ready-made product for planning business travel and settling the expenses afterwards, in SharePoint Online. Trips are approved, the admin collects vendor quotations and confirms bookings, and finance settles expenses against any advance.
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What it does
Six things it does for your travel desk
It follows a trip from the plan to the settlement.
Trip planning
One way, round trip or multi city, with dates, mode and class for each leg.
Multi-level approval
Approve, reject or ask for more information at each level.
Vendor quotations
The admin collects quotes for tickets and stays, and selects one for approval.
Travel and expense policy
Define class by grade and city, and set expense limits.
Multiple currencies
Enter an expense in another currency with the exchange rate, and convert to the base currency.
Advances and reimbursement
Process advances, then settle expenses against them and track payment.
Plan a trip
Describe the trip once
The request shows the employee details and a trip program. Choose one way, round trip or multi city, and add each leg with departure, arrival, date, mode and class. Save as a draft or submit.
- Employee details filled in
- One way, round trip or multi city
- Departure, arrival, date, mode and class
- Save as draft or submit
Trip approval
Approve, reject or ask for more
The approver sees the trip details in a table, adds a comment and decides. Approvers can also ask for more information.
- Travel info table
- Comment from the approver
- Approve, reject or need more info
Quotations
Collect quotes and pick one
After a trip is approved, the travel admin enters quotations from vendors for tickets, hotels, cabs or visas, and selects one. The selection goes for approval before the booking is confirmed.
- Quotation, hotel, cab and visa tabs
- Quotes from each vendor
- Select a quote
- Booking confirmed after approval
Travel policy
Set what each grade can book
The Travel Policy Master lists the transport mode and travel class allowed for each city and grade, with an effective date and an active switch.
- City and grade
- Flight or train
- Class of travel
- Effective date and active status
Expenses
Claim an expense in any currency
Each expense line takes the type, city, date, currency, currency amount and exchange rate, and shows the amount in the base currency. Choose whether it was paid from the advance, and attach the receipt.
- Expense type, city and date
- Currency, amount and exchange rate
- Payment mode, such as advance
- Attachment and comment
Claim types and limits
Define what can be claimed, and how much
The Expense Master holds the claim types, such as food, internet, mobile, flight, railway, visa and lodging. The Expense Policy Master sets the limit for each type by city, grade and period.
- Claim types with codes
- Limits by type, city and grade
- Per day or per month
- Whichever is lower, or at actual
Who it is for
Built for
Employees who travel for work. Managers who approve trips. Travel admins who book. Finance teams who settle advances and expenses.
- Trips planned and approvedTravel requests are approved before any booking is made.
- Advances with a recordAdvances are requested, approved and settled against the trip.
- Expenses by tripExpense claims are linked to the trip they belong to.
- Vouchers and settlementSettlements and vouchers are produced from the approved claims.
How it works
How a trip moves
These are the steps a trip goes through, from plan to settlement. Your travel policy sets the limits.
Plan
The employee submits the travel plan for approval.
Approve and book
Managers approve, and the admin books travel with the chosen vendor.
Advance
If an advance is needed, finance verifies and pays it.
Claim and settle
The employee claims expenses, and finance settles the balance.
Travel and Expenses: questions we hear often
How does a travel request work?
The employee plans the trip, the approvers decide, the admin collects vendor quotations and confirms the booking, and expenses are settled afterwards.
Can we set travel rules by grade?
Yes. The travel policy sets the transport mode and class for each city and grade.
How do vendor quotations work?
The travel admin enters quotes from vendors, selects one, and it goes for approval before the booking is confirmed.
Can people claim in other currencies?
Yes. Each expense can have a currency and exchange rate and is converted to the base currency.
Can we limit expenses?
Yes. Limits are set by expense type, city, grade and period.
How are advances handled?
Advances are verified by finance, and expenses are later settled against the advance.
Can we print a voucher?
Yes. A printable summary of the request is available.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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