Employee - How to fill out the "Travel reimbursements" form?

Whether you are on a business travel or have to cover several establishments, it is essential to properly complete your travel reimbursements request to ensure quick and accurate processing. 

Here is how, step by step, to achieve this: 

In the left-hand menu, under the Forms section, click on Expense reimbursements. Click on the Add button. 

Two types of reimbursements are available in a new request: 

• Spending reimbursements;
• Travel reimbursements.

Note that it is possible to fill out a form with both spending and travel reimbursements at the same time.

If you would like to know how to complete a spending reimbursements request, see this article: Employee - How to fill out a ''Spending reimbursements'' form?

Fill in the fields at the top of your form page, in the Expense reimbursement section :

Select the establishment for which you wish to submit your form and indicate your related employment. If there is only one establishment or one employment linked to your profile, they will be automatically selected and no dropdown menu will be displayed. 

The Main establishment field cannot be modified as it is a piece of information set in your organizational profile. The anchor establishment field is also for informational purposes: it is only useful in the calculation of travel based on the configuration of the travel type, if applicable.

With these initial fields filled out, click on Add in the Travel reimbursements section 

 A form will open. Indicate the type of travel reimbursement you wish to claim. 

Then, other fields will appear depending on the selected travel type.

In all cases, indicate the Date of travel and add a Description. 

Then, enter the information in the Trips section. 

Indicate your Departure location as well as your Arrival location. 

• If you select Other in one of these fields, you will need to specify the address of that location; 
• If you select a fixed distance, you will only be able to select a fixed distance in the second field.

Using the following dropdown menu, choose the Trip type between One way and Round trip. The Round trip option will automatically multiply by two the number of kilometers calculated between the two locations. 

Depending on the locations and the selected type, the Trip reimbursement will be automatically calculated. If needed, you will find at the end of the line an icon to recalculate the distance and one to delete the trip. 

A bit further down, activate the toggles corresponding to your situation, if applicable: 

• Travel outside of working hours;
• Transport of material;
• Trailer transport;
• Carpooling rate per kilometer. If activated, a mandatory field will appear to indicate the name of the carpooler. 

If necessary, upload a supporting document for this trip. 

If other trips with the same characteristics are to be added, click the Add a trip button and repeat the procedure from step 4. 

By same characteristics, we mean: :

• Same type of travel;
• Same date;
• Same description, and;
• Same toggles.

If another trip has a difference from the first entered, it must be entered separately. If needed, jump to step 8 to learn the procedure. 

The number of kilometers travelled and the refund amount will be calculated automatically according to the establishments previously chosen. 

A bit lower, you will find the Travel distributions section.  

By default, a single distribution is entered, being 100% and the full amount. If you have only one distribution for your request, simply add the validator for this travel. The other fields are optional: fill them in only if you have the information. 

Once the travel information is entered, click on Apply to save it and close the trip, or on Apply and duplicate to save and copy it for a second trip. Make sure to make the necessary changes to the duplicated form before saving it. 

If other trips with different conditions need to be added, a new reimbursement request will have to be filled out. 

Three options are available to open a new travel page, either: 

• by duplicating the first travel using the Apply and duplicate button from the previous step; 
• by clicking the Add button in the Travel reimbursements section of the form; or 
• by duplicating one of the trips using the duplicate icon.
  

Note that there is no limit to the number of trips per reimbursement request form. Apply step 8 as many times as necessary. However, feel free to consult your administrator to know the internal procedure regarding the number of trips to include in your form. 

Once all expenses are added, two options are available to you: 

• Save : This option saves your form with the Draft status. All information remains editable and addable since your form has not yet been submitted for validation ;
• Submit for validation : When you are ready to send your form for processing, click this option. Once submitted, it will be forwarded for processing and its status will be Pending.

If desired, watch the procedure by clicking this link:Employee - How to fill out the ''Travel Reimbursement'' form