Travel Advances Software
Prepare travel advances from requests in Forte HRIS. Record initial funding under company rules and account for it when settling actual expenses.
Clear Initial Funding Makes Settlement Easier
Some assignments require funding before departure. Without clear records, teams may confuse requested funds, actual spending and amounts still needing settlement.
Requests Establish Advances and Travel Allowances
Employees submit a Business Travel Request as the basis for their assignment. The request can provide an advance and travel allowances under company rules configured in Forte HRIS.
Distinguish advances from travel allowances when reviewing costs. Request results remain a reference for settlement, so later calculations account for amounts already considered.
Separate Records from Payment
Advance administration explains the amount needed and its purpose. Payment execution still follows company procedures and authority.
Recording travel information in Forte HRIS does not itself move funds. Confirm payment through the finance process before assuming money is available.
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.
Check Costs Already Covered by the Company
If the company buys the ticket directly, the employee does not need to request that ticket cost again as an advance. Separate money needed during the trip from expenses already handled by the company.
At settlement, check funds received against eligible expenses. Any unused funds are handled under company procedures. Forte HRIS support can help explain the records and settings used.
FAQ
Frequently Asked Questions
Why must an advance be accounted for?
To reconcile the money already provided with its actual use. Those records help identify any additional payment or remaining funds to settle under company rules.
What should advance requirements be based on?
Use the trip purpose, duration, estimated expenses and company rules. Exclude costs already paid directly by the company from the employee’s advance needs.
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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