Expense Records Software
Record travel expenses in Forte HRIS for easier settlement reviews. Prepare expense details and evidence under company rules, then reconcile them with advances.
Record Expenses While the Context Is Clear
Travel expenses occur at different times and locations. Waiting too long after returning makes evidence harder to find and reasons harder to recall.
Explain Each Expense
Record what was paid, when it occurred and how it relates to the assignment. Reviewers need context as well as amounts.
Discuss expenses using the company’s cost components. Consistent information makes them easier to review against travel requirements.
Prepare Matching Evidence
Evidence should relate clearly to its expense. Check the date, amount and legibility before review.
Required evidence depends on the expense and policy. Explain missing or unclear documents so follow-up can be discussed openly.
Settlement Reconciles Requests with Actual Costs
During Business Travel Settlement, Forte HRIS uses the earlier request results, including the advance amount, and checks them against actual costs and company rules. This recalculates requirements based on the trip as carried out.
If reconciliation shows a payment shortfall, the remaining amount can be paid to the employee. Settlement therefore considers the request, actual costs and company rules rather than treating every actual expense as a new payment.
Configure Travel Rules for Your Company
Forte HRIS provides travel rule settings aligned with company policy. These rules guide travel allowance calculations at the request stage and checks during settlement.
Using the same reference connects requests and settlement. Teams can understand the calculation basis and trace differences against trip information and the applicable rules.
Every Payment Stage Supports Payroll or Separate Payment
Advances, travel allowances from the request and any remaining payment after settlement can all be paid through payroll or outside payroll. The choice follows company settings and procedures.
Keep Each Expense Clearly Identifiable
For example, a hotel bill includes both the room and breakfast. If the full bill has already been recorded, check before adding breakfast separately. Dates and itemized evidence help prevent the same cost being counted twice.
Resolve unclear entries before preparing settlement. Explain bills covering several expense types or more than one employee. Forte HRIS support can help you use expense records within your company’s process.
FAQ
Frequently Asked Questions
Why record expenses in detail?
So reviewers can understand what was paid for and how it relates to the assignment. Details also help identify duplicate entries or expenses needing an explanation.
What evidence should be prepared?
Prepare evidence required for the expense type under company rules. Check that dates, amounts and descriptions are readable and match the expense record.
How does Business Travel work in Forte HRIS?
A Business Travel Request can provide an advance and travel allowances under company rules. Settlement checks request results against actual costs and those rules. Any payment shortfall is then paid to the employee.
Can every payment stage go through payroll?
Yes. Advances, travel allowances and payment shortfalls after settlement can all be handled through payroll or outside payroll, according to company settings.
Can travel rules be configured?
Yes. Travel rules follow company policy and guide calculations at both request and settlement stages.
Does settlement consider the previous advance?
Yes. Settlement uses request results, including the advance, and reconciles them with actual costs and company rules.
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