Organizing Travel Expenses Using Trips

The Trips feature allows employees to organize expenses related to a business trip (i.e. a conference, customer visit, or other work-related travel). Each Trip is assigned a name and a date range - any expense that falls within that range can be added to that Trip. Trips allow employees to organize their expenses and they help Admins monitor travel spend, as well as speed up the review and approval process.

Create a New Trip

You can create a new trip by choosing the Trips tab and clicking Create Trip. Only employees are able to create, name, and customize the date range for a new Trip. 

In your Trips tab, navigate to the upper right-hand corner, and click on 'Create Trip.' From there, you can name the trip, and select the appropriate date range. 

Pro-Tip: Make sure you have the most updated version of the Abacus App to add an existing Trip to a new expense!

Expenses incurred during the date range of a Trip will automatically be added into your trip.

If an expense is erroneously added to a trip, you or your approving Admin can remove it by clicking the red X icon. 

Creating Trips for Others

Admins can create trips for multiple employees through the Admin 'Trips' tab. To create and assign trips, select the employees you would like to create this trip on behalf of, enter the trip name and date range, and select 'Create Trip.' A trip will be created per person.

Admins also have the option to edit or delete trips that have been previously created. 

Note: All expenses must have the trip removed from the expense before an Admin can delete the trip. 

Reviewing Trips

In the Admin view, you can see your team’s Trips in a dashboard by order of date. At a high level, you can see the total number of expenses, expenses with policy violations, the total amount spent by a team member, and approval status.

To review and approve the expenses associated with an expense, click on the number above Reimbursable Expenses.

Admins are redirected to the Reimbursable Expenses page. 

Clicking on the number above Card Transactions also redirects Admins to the Transactions page. 

Still need help? Contact support@abacus.com