Travel expenses and viáticos¶
Travel expenses (viáticos / per-diems) are reimbursements for meals, transportation and lodging. They appear on the payslip but are paid separately from gross and net salary.
There are two ways to capture them:
- Manual entries on an employee profile.
- Bulk upload in the Viáticos tab.
Configure unit prices¶
Go to Settings → Payroll → General → Travel expense unit prices:
- Set the currency for per-diems.
- Set a unit price for each category: transportation, meals, lodging.
- Mark categories as Required — required categories are pre-filled in the payroll preview from days worked.
Manual entry¶
- Open an employee → Travel Expenses tab.
- Click to add an expense and fill in:
| Field | Notes |
|---|---|
| Category | Food/Meals, Transportation, Lodging |
| Amount | Greater than 0 |
| Expense Date | Required |
| End Date | Optional; must be ≥ expense date |
| Tax Treatment | Non-Taxable Reimbursement (default) or Taxable Allowance |
| Status | Approved or Processed |
| Description | Optional |
Bulk upload (Viáticos)¶
Go to Payroll → Viáticos.
- Download the template. It contains the active employees with columns for identifier, name and one column per category (meals, transportation, lodging).
- Choose the pay period. Uploads cannot overlap an existing batch; an existing identical period can be replaced; an already-processed batch is locked.
- Upload the CSV (max 5 MB) and review the preview. It shows each row’s quantities, subtotal, and any errors (employee not found, duplicate, invalid quantity, missing rate, currency mismatch).
- Save the batch.
Amounts are computed server-side as quantity × unit price; the unit prices from settings are always used. Each row is stored as an approved, non-taxable travel expense for the period.
Upload history¶
The history table lists each batch (period, file, employees, total, uploaded at). Once any expense in a batch has been included in a payroll run, the batch is locked and cannot be replaced or deleted.
Travel expenses payout report¶
Go to Payroll → Travel Expenses for the aggregated payout report:
- KPIs: Total Payable (per currency), Employees with Expenses, Total Expenses.
- Filters: date range and employee, with quick ranges (This Month, Last Month, This Year).
- A table of payable amounts per employee, and Excel / PDF / CSV exports.
How viáticos appear in payroll¶
During a run, approved and not-yet-processed travel expenses overlapping the period are attached to the employee’s payslip. When the run is finalized they are marked Processed, so they are not reused. They are shown on the payslip but do not change gross or net.
Related¶
Still have questions? Ask on Discord or explore the tutorials.