The Alta Via Travel Expense Module for NetSuite

At the end of a business trip, one is often confronted with a complicated and time-consuming billing process. The Alta Via Travel Expense Module for NetSuite offers you and your employees a simplified and more efficient process.

Although, new tax regulations have made handling travel expenses easier since 2014, the effort remains high for Germany- even more so for Austria where the regulations can be considered even more complex.

To simplify this process, Alta Via Consulting has developed a module, that can be used as an add-on to your NetSuite account, specifically tailored to German and Austrian travel expenses,

Efficient recording and processing of your domestic and foreign travel expenses

The Alta Via Travel Expense Module gives you and your employees the ability to capture many different types of travel, whether it’s domestic, foreign, overlapping, or all at the same time, everything can be recorded on an intuitive interface.

Mileage, meals, and overnight accommodation will automatically be calculated by the module according to the provisions of the German Travel Expense Act. The allowances correspond with the rates currently set by the Federal Ministry of Finance for professional and company-related business trips.

Should you not need the pre-set allowances, the module offers full flexibility and allows deviant manual entries. Of course, the billing of expenses without an actual business trip is also possible.

Across borders - currencies and tax rates

Settling expenses in different currencies within one travel expense report is easily managed by the Alta Via travel expense module. You have the choice between a set of currencies that can be used simultaneously within one report.

Different expense categories, such as hotel, taxi, or hospitality, simplify the entries additionally. This product creates the needed interface for Accounting by setting the tax rates first and assigning the expense accounts to each of these categories.

Entering your travel expenses made simple

In the section for the travel schedule:
  • enter the start and end location, departure, and arrival times;
  • select the destination country;
  • describe the purpose of your trip and record the kilometers traveled when using your private car;
  • indicate if the particular trip can be billed to a customer or a partner of your company.
In the area of expenses:
  • assign an expense category, such as hotel, flight, or hospitality, to your receipts from the list provided and enter the date and amount, if necessary in a foreign currency;
  • choose whether this expense can be billed to a customer or partner of your company;
  • within the list generated based on your travel time information, you have the option of selecting who is taking over the costs of individual meals and overnight stays, in case it is different from the default setting.
The Alta Via travel expense module offers the following:
  • assigning the tax rates saved for each category and tieing the expenses to the predetermined expense accounts;
  • creating detailed itineraries;
  • setting the allowances for meals and accommodation;
  • calculating the refund based on the kilometers driven with a car.

Simplified processes for your employees

Through access to the NetSuite Employee Center, your employees can record their travel expense reports themselves.

Detailed summaries of your the travel expense reports

The Alta Via Travel Expense Module provides a summary with all relevant information as a PDF. If needed, we provide you with an Excel or CSV file.

Approve it the right way

To approve the collected travel expense reports, you can either use the approval workflow provided as a standard by NetSuite, or we create a process that is tailored to your company’s needs and structure.