How to record a trip and claim the travel allowances

What is it for?

After a business trip, the person records where they went, when and how, and claims the per diem. The manager or Human Resources approve it and the amount goes to the payslip.

When to use it?

• You are back from a visit to a customer, a training course or a meeting away from the head office.
• You made several trips in the month and want to enter them all at once.
• The month's map is already closed and you need to accept it.

If the trip has not ended yet, wait: fiscaldoo only accepts the trip after the return.

Where to find it?

My space › Trips and expenses, with these entries: New trip (one trip), Month of trips (the month as a grid), My trips (the list) and My monthly trip maps.

Before you start

• The profile is Worker: having My space is enough. The steps below were done end to end with that profile, except the approval, which belongs to another profile (see How to validate trips and travel allowances).
• Have to hand the destination, the reason, the departure and return times and, if you went by car or motorbike, the kilometres and the number plate.

How to use it

1. Open My space › Trips and expenses › New trip.
2. In When, click Today, Yesterday or choose the date in the calendar. For a trip of several days, click More than one day: until and Days with per diem appear.
3. Type the times in Departure (hours) and Return (hours). The screen suggests 8 and 19.
4. In Where to, type the Destination and the Reason. If the trip was to a customer, choose it in Cliente (opcional) (Customer, optional). Tick Trip abroad only if you went outside Portugal.
5. In How it went, choose the Transport: Own car, Own motorbike, Own bicycle, Company vehicle or Public transport.
   • For the car and the motorbike, type the Kilometres (round trip) and the Plate. Type the total; the × 2 button doubles the number, for those who typed only the outward journey.
   • For the bicycle it asks only for the kilometres. For the company vehicle and public transport it asks for nothing.
6. In Per diem, choose 25 %, 50 %, 75 % or 100 %. The Total amount line shows the amount straight away, with the exempt and taxable parts.
7. Click Register and submit. “Trip registered and submitted for approval.” appears.
   • Register saves without sending: “Trip registered as a draft.” appears and the trip stays as Draft in My trips.

To enter the whole month at once, open Month of trips, go to the right month with ‹ and click Add on the day of the trip (Repeat copies the previous day). Fill in the Destination, the Reason and the transport; then click in order 1. Save the days (“1 day(s) saved as drafts. Next step: submit the month.”), 2. Submit the month (“1 trip(s) submitted for approval…”) and, once they are approved, 3. Monthly map. Each day shows the destination and the amount, and Total of the month adds them up.

Expected result

• In My trips the trip appears with the state Account rendered and the Total paid (in the example, Porto, 150 km, €125.89: €65.89 of per diem and €60.00 of mileage).
• Once approved, it becomes Approved. At the end of the month, Human Resources send you the monthly map; it sits in My monthly trip maps with the state Sent to the worker. Open it, check the Total paid and click Accept: it becomes Accepted by the worker, with the date and who accepted.

Important notes

• The trip must be complete. Without Destination and Reason the per diem loses its tax exemption, and the screen does not let you submit.
• Pending validation by a certified accountant: the amounts of €65.89 per day and €0.40 per kilometre come from the product, with the legal basis written below the Total amount (Personal Income Tax Code (CIRS), DL 1/2025, DL 106/98); the screen itself says “a confirmar pelo contabilista certificado” (to be confirmed by the certified accountant).
• Do not use My expenses (in the same menu) to record trips: it is a different flow, for expenses with a receipt. Today that list also shows expenses that are not yours.

Common problems

“The trip … has not ended yet”

• Symptom: Register and submit opens the window “The trip of name has not ended yet. What happened: the account is rendered only after the return. How to fix it: submit it after the return.”
• Cause: the date is today (or later) and the return time has not yet passed. This is what the screen did at 09:00 with the return at 19.
• What to do: correct Departure (hours) and Return (hours) to the real times or submit later. Register saves without submitting.

“The trip map … is incomplete”

• Symptom: “The trip map of name is incomplete. What happened: without all its elements the exemption of the per diem is lost. How to fix it: fill in Destination, Reason.”
• What to do: type the Destination and the Reason and click again.

“An own vehicle needs the kilometres done”

• Symptom: with Own car or Own motorbike, the window says “An own vehicle needs the kilometres done. How to fix it: fill in “Kilometres (round trip)”.”
• What to do: type the kilometres in the Kilometres (round trip) field.