1. TNSJ. The base module. The data and the main functions of the Basic Module are the following:
 The Travel Policy - TNSJ allows users to configure several aspects, for instance:
-differentiated rules according to staff categories (Executives, sales agents, technicians, etc.) and/or according to business travel destinations
-the type and the limit of expenses allowed for reimbursement (taxis, entertainment expenses, tips, etc., obviously in addition to travel and hotel expenses)
-the type of documents and payment procedures for the expenses that are allowed
-self booking rules for authorized employees, such as: hotel categories (also according to destinations), ticket classes for flights and trains, car hire types, etc.
-tax regulation for expenses, both for VAT rebate and for deductibility from income taxes
-accounts in which expenses must be registered and possibly be connected to staff categories and/or to destinations (nationwide, abroad, etc)
-business trip references: clients, suppliers, orders, cost centres, centres to which costs are to be charged, etc
The data on business travel organization
A business trip generally either implies an employee’s request or instructions given by an employee’s line manager. Independently of the approval models (this topic is described in the “Technical Features” – “Architecture” section), the application allows users to:
-forward requests for advances in national and/or foreign currency
-forward booking requests for flights, hotels, etc., either to the dedicated office within the firm or, if direct booking is allowed, directly to a travel agency
-print the cash documents for the payment of the advance, i.e. the documents authorizing foreign currency withdrawals from a bank
-record the amounts that have been paid in advance in general accounting.
The Expense Survey
This is one of the functions that often becomes a decisive factor in choosing an application, especially if the number of people who must register their expenses is high. TNSJ has simple, user friendly front ends, that guide users through the registration procedure and prevent mistakes as much as possible. TNSJ has several front ends through which expenses can be entered: the user and/or the application administrator can choose which one to use, depending on their needs. More specifically, users can enter:
-individual expenditure items for guests, colleagues, cost centres, orders, projects etc., with reference to the date and the time said expenditure refers to (hotel expenses: from...to...), together with an indication of the attached supporting evidence (invoice, receipt, etc), of guests, colleagues, cost centres, orders, projects, etc.
-data for individual expenditure documents. For instance the invoice of a hotel, with the list of services received and the corresponding expenses: overnight stays, meals, mini-bar, car parking, laundry, etc.
-activities carried out during the business trip with (or without) the start and end time of each activity (this data could then be sent to the personnel attendance register or to the staff register)
-the bills of the entire business trip, of each day and of each expense item.
Entries that are to be transmitted to administrative applications
The automatisms available in TNSJ significantly reduce business travel management costs, both in terms of data processing and of production of data that are useful to transmit to administrative applications. More specifically, the application is able to:
-produce the entries of the business trip expenses, according to user accounts plans and, if possible, divided according to cost centres, customers, orders, etc. For income tax purposes, said expenses are also split up into deductible and non-deductible.
-print the documents and/or produce records for the banks, for the payment of costs using bank transfers, and produce the resulting entries.
-prepare the records to record the following on the staff register: the sums of money paid out as advances for business travel expenditure, the amount of the expense reimbursements to be paid using payrolls, the sums to be taxed as personal tax, the business travel allowance, the mileage refund, etc.
-transmit the clocking-in and clocking-out data to the staff attendance register, together with the activities undertaken during business trips.
|
