Additional Expenses
When a travel expense report is returned to the traveler, it's often because there are uncertainties regarding the entered mileage consumption. The rules might seem complex, but the key to understanding lies in the principle of covering additional expenses, which is a recurring theme in the regulations for business trips.The principle is that additional expenses, meaning the extra costs incurred by the employee during a business trip, are covered.
The rules are based on how you typically commute to work.
Examples
Here are a few concrete examples from this case: You reside in Svendborg, have a 40 km commute to work in Odense, and you need to attend a meeting in Middelfart (distance: 85 km) without passing the campus:
- If you normally drive to work, you should record the entire round-trip distance (i.e., 170 km) and subtract your regular commute distance (80 km). You will then be reimbursed for the additional expense – that is, 90 km. The remaining 80 km will be reimbursed through the transportation deduction.
- If you usually take the train – for example, if you have a commuter pass for the Svendborg to Odense route – and therefore need to take the car to the meeting in Middelfart, the entire travel cost will be considered an additional expense.
If you're unsure how to register the travel, you can use the guide: Driving in your own car (additional expenses).
zExpense Setup Does Most of the Work for You
In zExpense, you can note how you usually commute to work, your car's license plate, and the distance between your home and workplace. You do this under "private settings" and then "driving."
Once you've done that, in the future, you only need to check the "Deduct distance from home to work" box when entering the start and end addresses in zExpense; the program will automatically perform the deduction.
The principle applies not only to driving but to all business travel, including hourly and daily allowances.