New Feature: Vehicle Approval

Overview

A new feature allows users to upload their vehicle document in their profile, and managers to approve vehicles used to declare mileage expenses.

2 new fields in the vehicle form are also available and can be filled by users: CO2 emissions and 1st Registration date.

Benefits

Many approvers raised the need to have more control on mileage expenses, especially about the vehicle used to declare this expense.

A common practice is to ask the vehicle registration document anytime a mileage allowance is submitted, to be sure the vehicle data are correct, and the right rate will be reimbursed for mileage allowances.

This vehicle control is very time-consuming for approvers and increase the reimbursement time of expense reports.

Another common practice is to verify vehicle documents for employees claiming a lot of mileage expenses at the end of the year, to be sure that the declared mileage expenses were correct.

With this new feature, these controls won't be needed anymore. For any vehicle created (or modified), only one approval will be necessary.

What’s new for users?

Add a document with the vehicle

End users can now add a document in their profile, in the vehicle form.

If there is no document, the user can click on the link "Add a document":

If there is a document attached to the vehicle, the document name is displayed as a link as in the screenshot below. If the user clicks on it, then it is possible to add a new document which will replace the previous one:

Add new data in the vehicle form

2 new fields have been added in the vehicle form:

• CO2 emissions
• 1st registration date

Users can now fill these values if the company requires them. The 2 fields are optional in the vehicle form.

Note: Only 1 document can be attached to a vehicle, for a maximum size of 10 Mo. These options are only available for personal cars, not for company cars.

The 2 new fields values are not available yet in the Mileage extract, they will be added in the future.

Vehicle status

The vehicle status is now displayed for the end users.

Once the vehicle is approved, any modification will reinitialize the vehicle status to "Not approved" and will require a new approval.

What’s new for approvers?

With this new feature, all the declared vehicles will have a status: “Not Approved” (by default), or "Approved".

• If a vehicle has not been approved, a warning message will appear, allowing the approver to view and approve the vehicle:

Note: This warning message is only visible for approvers.

When the approver clicks on the link, the vehicle approval page appears:

The approver can review the vehicle details and click on "Approve". Once the vehicle is approved, the approver must click on "Go back" to display the expense report.

Once approved, if any change is made by the user the status will be back to "not approved", and a new approval will be required.

What's new for accountants?

Nothing, this feature is only available for approvers.

What's new for administrators?

Nothing, the feature is not configurable.

But it is still possible for Traveldoo to deactivate it for a customer or activate it only for some entities. To do so, please contact your account manager.

Timeline

The vehicle approval with document display is not available yet and should be delivered by the end of April or early May 2022. It will be deactivated by default and can be activated by Traveldoo on the whole company or only on some entities.

The ability for users to upload a document with the vehicle will be available for all our clients.