Administrators can set up request feature for business trips.
Once the supervisor approves the employee's request, the business trip date on the employee's timesheet will automatically register the start and end times. The name of the business trip type is automatically entered in the “Notes” field.
Depending on the settings, it will be used for payroll calculation and reflected in the business trip allowance.
To use this, please follow the steps below.
＜Change＞
With the June 2025 release, customer administrators will be able to initiate the use of business trip allowances. (Previously, we would initiate your company's use upon request.)
Start of business trip feature
Settings
Ⅰ. Register a position title to be tied to the business trip allowance
Ⅱ. Tie the position title to the target employee
Ⅲ. Tax setting and amount of business trip allowances
Ⅳ. Create business trip names to be displayed on the request screen
Display screen after approval
Employee timesheet screen
Team calendar screen
Period during which business trip allowance settings cannot be changed
Start of business trip feature
If your company has not yet used the business trip feature, first set up the startup.
Employees can register “Business trip” from the dashboard screen or timesheet screen. However, it is registered immediately and proceeds to payroll without the need for an approval request.
Select and set the setting to display only business trip requests that require approval requests, or to also display on the dashboard and timesheet screens that do not require approval requests.
① Click on ADMINS [Company settings].
② Click on “Time” - “Business trip types”.
③ The “Business trip allowance type: Do not use” is displayed.
Click on "Edit.
④ Select and set the type to be used.
| ITEM | CONTENTS |
| Do not use |
The employee uses only the request feature. (This is the content of this manual) They will not see “Business trip” on their dashboard and timesheet screens. |
|
Domestic trip only Both domestic and overseas |
In addition to the request feature, employees can register business trip from their dashboard and timesheet screens without the need to apply for approval. ＜“Domestic trip only” setting＞ When an employee registers a business trip on the dashboard screen and timesheet, only “Domestic business trip” will appear in the selection field. |
⑤ Click on "Save.
*If you want to set “Domestic trip only” or “Both domestic and overseas” and use a business trip allowance that does not require an approval request, please refer to this.
“Register for business trip allowances”
Settings
Ⅰ. Register a position title to be tied to the business trip allowance
Note: If the position title to be used has already been registered, this step is not necessary. Please proceed to II.
① Click ADMINS [Company settings].
② Click on “HR” - “Titles”.
③ Click on "Add new title".
④ Enter the position title to be tied to the business trip allowance in the "Team member title" field.
⑤ Click "Save."
⑥ The name will appear in the "Available titles" section.
* If you have not yet registered employees for the position title you created, you can delete that title by clicking the "X" on the far right.
Ⅱ. Tie the position title to the target employee
Note: If a position title has already been registered for the target employee, this step is not necessary.
You do not need to do this for employees you want to use only the request feature without business trip allowance. Please proceed to III.
① Click on "Set employee titles." Go to the "Teams & organization" screen.
② Click on the name of the team to which the target employee belongs.
③ Click on "No title" for the target employee.
④ Select a position title other than "No title (Use only custom title)".
⑤ Click "Save."
⑥ The message "Changed title for employee" will appear at the top of the screen.
⑦ The title you set will appear under the employee's name.
Ⅲ. Tax setting and amount of business trip allowances
By following the steps below, you will be able to see your current business trip allowance setup.
When you add a new position title(s) in the “Ⅰ. Register a position title to be tied to the business trip allowance”, set the amount of the business trip allowance.
Please let us know the amount you would like to set, as we will do this for you.
① Click on ADMINS [Company settings].
② Click on “Payroll” - “Business trip allowances”.
■Amount already set
③ You can see the current “Domestic allowance” and “Overseas allowance” amounts.
Please contact us if you would like to change the amount or change the tax settings.
■New position added
③ The amount of “Domestic allowance” and “Overseas allowance” for the newly added position title is shown as “0”.
Please contact us with the amount you wish to set.
The default tax setting is “taxable,” but please let us know if you would like to set it as non-taxable as well.
Ⅳ. Create business trip names to be displayed on the request screen
Here you create the business trip name, etc. to be displayed on the employee's business trip request screen.
You can also set the description to be displayed when the business trip name is selected on the request screen.
① Click on ADMINS [Company settings].
② Click on “Time” - “Business trip types”.
③ Click on “Add new”.
④ Set the name of the business trip and the type of business trip allowance to be associated with it.
⑤ Click on “Save.”
⑥ The business trip types you have created will appear in the list.
To create other trip types, repeat steps ③ through ⑤.
If you create more than one, they will appear as shown above.
＜Notes＞
If an employee who has not been assigned a title under “Ⅱ. Tie the position title to the target employee” requests a trip business name other than “Allowance type: None” and the request is approved, it will not affect payroll. The amount of the business trip allowance will not be reflected.
Display screen after approval
Employee timesheet screen
When an employee makes a business trip request and his/her supervisor approves it, the timesheet screen will appear as shown in the figure below.
The start and end times and the name of the business trip type are automatically registered in the notes field.
(Example) Requested and approved for domestic business trip from February 5 to February 7, 2025, not including weekends.
(Example) Requested and approved for domestic business trip, including weekends, from February 12 to February 15, 2025.
The start and end times and the name of the business trip type are automatically registered on Saturday, the 15th as well.
*Depending on the company setting, employees may require additional weekend /holiday work requests.
Automatic registration times for “Start” and “End” on business trips
The “Start” and “End” times that are automatically registered on the timesheet when approved by the supervisor refer to the following settings.
■“Start” time
This refers to the “Business trip start time” of the “Business trips” under “Employee type settings > Leave” for the subject employee.
■“End” time
This refers to the subject employee's “Daily work hours” under “Working times” in “Employee type settings > Work times”.
The time when the “Daily work hours” elapsed from the set time of “Start” in the upper row is registered as the end time.
Team calendar screen
The “Team calendar” screen displays the name of the employee and the type of business trip.
Period during which business trip allowance settings cannot be changed
The system is locked so that no changes related to payroll can be made from the time we start calculating payroll until the payslips are published.
During this period, no changes or settings can be made.
・Click here for the Japanese version of this manual.
出張申請（管理者用）
・Click here for a manual on business trip requests for employees.
Make business trip requests