Trips Management

Recording work trips, tracking mileage, and managing trip reports.

Quick Access

Note: This feature requires HR_TRIP to be enabled.

For Employees

What is Trip Management?

The trips module allows you to:

• Record work-related travel
• Track mileage for reimbursement
• Document trip details
• Generate trip reports

Viewing Your Trips

1. Go to HR → My Trips (/hr/my-trips)
2. View list of your recorded trips
3. See trip status and mileage summary

[Screenshot: my-trips-list]

Recording a New Trip

1. Click + New Trip
2. Complete trip details:
   • Date - Date of trip
   • From - Starting location
   • To - Destination
   • Purpose - Business reason for trip
   • Distance - Kilometers traveled
   • Vehicle - Vehicle used (personal/company)
3. Submit trip record

[Screenshot: trip-editor]

Trip Details

Calculating Distance

Options for determining distance:

• Manual entry (odometer reading)
• Estimated based on known routes
• GPS tracking (if available)

Trip Status

For Managers/HOD

Reviewing Team Trips

Managers may need to:

1. Verify trip legitimacy
2. Approve trip records
3. Monitor team travel

Trip Verification

1. Review trip details
2. Verify business purpose
3. Check distance reasonableness
4. Approve or query

For HR Admin

Trip Dashboard

Access centralized trip management:

1. Go to trip management section
2. View all organization trips
3. Filter by employee, date, status

[Screenshot: trip-dashboard]

Managing Trips

HR can:

• View all submitted trips
• Verify and approve trips
• Process mileage reimbursements
• Generate reports

Trip Editor

Edit or correct trip records:

1. Select trip to edit
2. Modify details as needed
3. Add notes or corrections
4. Save changes

Trip Reports

Generate trip analysis:

• Total mileage per employee
• Monthly trip summaries
• Cost analysis
• Pattern identification

Trip Reimbursement

How Mileage is Calculated

Reimbursement = Distance (km) × Rate per km

Example:
Distance: 50 km
Rate: RM0.60/km
Reimbursement: 50 × RM0.60 = RM30

Reimbursement Process

1. Record trip with mileage
2. Trip verified by manager/HR
3. Mileage calculated at set rate
4. Included in staff claims or payroll
5. Reimbursed to employee

Mileage Rates

Typical rates (varies by organization):

• Personal vehicle - Higher rate
• Company vehicle - Lower or no reimbursement
• Motorcycle - Different rate

Check with HR for your organization's mileage rates.

Trip Recording Best Practices

Information to Capture

• Date and time of trip
• Start and end locations
• Business purpose
• Odometer readings (if required)
• Persons visited or met

Documentation

Keep records of:

• Trip purpose/appointments
• Meeting notes
• Client signatures (if applicable)
• Receipts for tolls/parking

Common Scenarios

Daily Client Visits

1. Record each trip separately
2. OR record consolidated daily trips
3. Include all locations visited
4. Note client meetings

Multi-Stop Trips

For trips with multiple destinations:

1. Record as single trip with total distance
2. OR record each leg separately
3. Note all stops in purpose field

Return Trips

If returning to office:

• Mark as round trip
• Distance includes return journey
• Or record outbound and return separately

Common Questions

Q: What trips qualify for reimbursement?

Typically:

• Client visits
• Site inspections
• Business meetings
• Training at other locations

Not typically covered:

• Regular commute to/from work
• Personal errands
• Unauthorized travel

Q: How do I prove the distance?

Options include:

• Google Maps screenshot
• Odometer readings
• GPS tracking data
• Company-provided route calculator

Q: When will I be reimbursed?

Trip reimbursement may be:

• Processed with staff claims
• Included in monthly payroll
• Paid separately per batch

Tips

1. Record promptly - Enter trips as soon as they occur
2. Be accurate - Precise distances ensure correct reimbursement
3. Document purpose - Clear business justification speeds approval
4. Keep receipts - Toll, parking, and fuel receipts support claims

See Also

• Staff Claims
• Special Duty