Set up and export travel and expense data to a payroll system

Learn how to configure a travel and expense export, create the export file, and save it for payroll import.

Simployer provides several predefined export setups for travel and expense data that are compatible with common payroll systems.

Set up a travel and expense export

1. Go to Administration → Export → Travel and expense export.
2. Click the + icon at the top of the page to view the predefined export setups.
3. Select an export setup that is compatible with your payroll system.

If you cannot find a suitable export setup, contact Simployer Support to request a custom export configuration.

You can also set up an automated integration that retrieves export files directly from Simployer. This involves additional costs because technical resources are required. Contact Simployer Support to discuss the process.

We recommend contacting Simployer Support for help with the travel and expense export setup because different variants and settings may be available. Contact Simployer Support at support@simployer.com.

Prepare travel and expense data for export

Before you can export travel and expense data, make sure:

• An active export setup is configured
• The required pay codes have been created
• The pay codes are linked to the relevant expense types

See the articles “Create and edit pay codes” and “Create and manage expense types.”

Create a travel and expense export file

1. Go to Travel and Expenses → Export in the left-hand menu.
2. At the top of the page, select whether you want to export Travel or Expenses.

Note

If you select Expenses, only standalone expense reports are exported. Expenses registered as part of a travel expense report are included in the travel export.

3. Select the travel records or expenses you want to export.
4. Click Export.

The export file appears at the bottom of the page under Latest exports using the export setup. After a travel record or expense has been exported, it is removed from the export list. The next export file will only include travel records and expenses that have not yet been exported.

Save the travel and expense export file

Before you can import the travel and expense export file into your payroll system, save the file to your computer.

1. Place the pointer over the file name.
2. Right-click and select Save link as..., or the equivalent option in your browser.
3. Save the file in a folder on your computer.

You can then import the file into your payroll system using your normal import procedure.

Important

Save the file directly without opening it first. Opening and resaving the file may change its format and prevent the payroll system from importing it.

View the travel and expense export history

Latest exports using the export setup displays the five most recent export files. To view older travel and expense export files, select Export archive at the top of the page to open the complete export history.