Travel Policies Software
Configure business travel rules in Forte HRIS to match company policy. Use a consistent basis for travel allowances at the request stage and cost checks during settlement.
Clear Guidance Makes the Next Step Easier
Employees need to understand what to prepare before departure and how to account for expenses afterwards. Clear policy reduces misunderstandings between travelers, managers, HR and finance.
Define the Scope
Branch visits, client meetings and project assignments may require different arrangements. Define travel types and relevant conditions rather than treating every trip alike.
Travel categories help organize requirements. Discuss Forte HRIS travel settings around the process your company actually uses.
Clarify Expenses and Limits
Explain eligible cost components, required evidence and conditions. Practical examples make it easier for employees to prepare complete requests.
Discuss limits and exceptions before using them as review criteria. An expense is not automatically reimbursable simply because it occurred during a trip.
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.
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.
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.
Prepare Examples Before Setting Up the Rules
Bring examples of trips your company commonly arranges, such as a one-day visit and a multi-day assignment. Explain which costs are covered, which use a fixed amount and which are reviewed against receipts.
Forte HRIS support can help discuss how to apply those requirements in the application. Use the examples to review request and settlement results before putting the settings into daily use, so HR and finance understand the calculation basis.
FAQ
Frequently Asked Questions
Why does travel policy need to be clear?
So employees know which costs they may claim and HR and finance use the same criteria. Clear rules also reduce conflicting interpretations during settlement.
What should expense rules cover?
Cover expense types, calculation bases, applicable limits and required evidence. Explain how changes to plans and costs outside the rules should be handled.
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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