Travel Request - Budget

Travel Request – Budget

The Budget tab provides a complete financial overview of the travel request.
Unlike other tabs (Flights, Hotels, Trains, etc.), no information is entered directly here.
Instead, this tab consolidates all cost-related data from:

• The travel segments added in the other tabs (Flights, Hotels, Trains, Car Rentals, Buses, Others)

• Financial transactions recorded in Operations Management → Transactions

This ensures a unified view of estimated and actual travel costs.

1. What the Budget Tab Displays

1.1 Total Estimated Cost (Top-Right Corner)

This value represents the combined estimated cost of all travel components added to the request, such as:

• Flight estimated costs
• Hotel estimated costs
• Train/Bus/Car rental estimated costs
• Other segment costs

It is automatically calculated every time a new travel item is added or edited.

1.2 Transactions Table (Financial Records)

This section displays actual financial documents associated with the travel request.

These documents come only from the Transactions module.

Columns include:

Each line represents an actual recorded expense, not just an estimate.

1.3 Cost Summary (Bottom-Right)

The summary splits costs into:

Reimbursable Total

Sum of all reimbursable actual transactions.
If negative values appear (e.g., –300 EUR), they represent amounts to be reimbursed to the employee.

Non-Reimbursable Total

Sum of all non-reimbursable transactions.

Total

The net total of all linked transactions.

This section helps approvers understand:

• the estimated trip cost (upper right)
• the actual reimbursable impact (bottom summary)
• any differences between planned and actual spending

2. Key Concepts

Estimated Costs vs. Actual Transactions

The Budget tab is purely informational and ensures:

• No duplication of costs
• Transparent overview for approvers
• Accurate reconciliation with Operations & Finance

3. When Is the Budget Tab Used?

✔ Reviewing total estimated cost before approving a travel request
✔ Checking if travel costs align with policy
✔ Viewing actual reimbursable expenses after travel occurs
✔ Comparing planned vs. real expenditures
✔ Providing financial visibility to managers or auditors

4. What Users Cannot Do Here

• Add or edit costs
• Change estimated values
• Create or modify transactions
• Override totals

All financial input originates from other modules or tabs.

5. Example (Based on Shared Screenshot)

The following scenario applies:

• Estimated total travel cost: 1,205.00 EUR
• Actual transactions recorded: –300.00 EUR, reimbursable
• Status: Approved

The Budget tab provides a consolidated and accurate financial picture without requiring manual editing.

6. Related Articles

Travel Request – Overview
Travel Request – Flights
Travel Request – Hotels
Travel Request – Car Rentals
Travel Request – Buses
Travel Request – Trains
Travel Request – Others
Operations Management – Transactions
Operations Management – Billings