AEDO - business trips
ADVICE NEEDED? COME OR CALL
FLIGHT TICKETS, ACCOMMODATION AND REGISTRATION FEE MUST BE PAID IN ADVANCE BY THE FACULTY’S CREDIT CARD OR VIA BANK TRANSFER. ON-SITE PAYMENT
IN CASH OR BY A PERSONAL CREDIT CARD IS POSSIBLE ONLY IF THIS EXPENSE WAS APPROVED IN ADVANCE IN EXPECTED EXPENSES DURING THE TRIP
(BEFORE TRIP TAB) AND WHEN THE ADVANCE PAYMENT WAS NOT POSSIBLE. Expense reimbursement is possible only if the employee submits
a flawless
tax invoice. Exceptions are possible but must be consulted in advance.
If an exception is approved, you must clarify it in the General notes (Other tab).
PAYMENTS IN ADVANCE – PROCEDURE
Before you go for a business trip, your
business trip order must be filled in and
approved (by yourself, the head of workplace,
the originator of operation and budget manager). If the trip is not completely approved by the time of departure, the system will automatically
cancel it. An approved trip
can be modified up to 5 days before the departure (changes must be re-approved again by the head
of workplace, the originator of operation and budget manager). All input data can be adjusted in the settlement.
Cancellation: If the trip is not sent for approval yet or is just being approved, it can be deleted. If it has been approved, you can
click on Unrealize under these conditions: if no payment is attached to the trip, click on Unrealize without expenses; if there has been
realized any payment connected with the trip, use Unrealize with expenses.
Employees on
DPP (agreement on work activity)
can only sign the trip and the settlement; everything else is handled by the preparer
(e.g. secretary), including the settlement.
Student trips are governed by these
guidelines.
Employees using
private vehicles must have
driver training valid during the whole period of the trip (valid for 2 years, arranged by
Mrs.
Eva Šteffelová) and submit all required documents (
driver's license, car insurance, TC certificate, third party insurance,
possibly a consent to use a private vehicle for business travel;
handled by Mrs.
Zuzana Malinová and Mrs.
Jana Machů).
Drivers using
company vehicles follow
these guidelines.
Information will also be provided by Mr.
Jan Hovězák.
aedo.cvut.cz (Business trips / New business trip)
Parts in bold with * MUST BE FILLED OUT.
HEADING (basic data, insurance)
- BT type: choose (abroad, homeland)
Personal data: filled in automatically
Travel insurance: You are automatically insured when approved. Download or print the Travel insurance card
with the policy number and the 24/7 assistance phone number (call anytime when insurance is to be claimed).
Changes to dates are automatically applied to the insurance period.
If you suffer from a long-term chronic illness, or are traveling to a war zone or are expected to participate in hazardous activities – check the box and clarify in the comment.
After the trip is approved, we will be informed, and the insurance will be individually requested as well as ensured.
If the entire trip is being paid for by the organizer, you do not need to fill out the payment source; however, in the Other tab, under General Notes, you must state
the source for the insurance payment (Cost centre/Type of action/Action/Complex item).
Click on: CONTINUE
BEFORE TRIP (trip details, advance payment)
- Starting point + Final destination: specify with address (the trip can also start and end at the residence address or elsewhere).
From, to: specify date and time
Meeting places: Create new – fill out, Save and Close
Purpose of trip: Create new – fill out, Save and Close
Mean of transport: Choose from the list (Selected MT). If driving a car, proceed as follows
Other MT: you can add other MT (choose, Save and Close).
Fellow-passengers: Create new, enter the surname, choose, Save and Close (The fellow-passenger can copy all from the tab I am a fellow-passenger/Actions
+ Copy/Save. Check and adjust if needed and continue as usually. We recommend to copy till the original is completed. However, it can be edited later by Send back for editing.
You can also copy the repeated trips by going on the trip you want to copy and clicking on Copy.
Fellow-passengers can also copy the billing after the trip – see AFTER TRIP.
Click on: CONTINUE
ITINERARY will be displayed.
Allowance: enter in percentage (maximum 40% - set by the head), Save.
Per diem pro-ration: If meals are provided (such as breakfasts as part of accommodation or lunch/dinner as part of a registration fee), you can tick it here according
to reality and Save. It can also be specified after the trip.
Note: You can also tick Everything paid/ including allowances – in this case you must enclose a written proof that everything has indeed been paid by the other party.
It is recommended to consult it with the international office.
Expected expenses during the trip (anything you will pay during the trip yourself, e.g., fuel, public transport, etc.): Create new and select, Save and Close.
Expected total expenses: informational, cost of the trip in the local currency (e.g., EUR) and in CZK.
Advance payment request
In case you don´t require any advance payment, tick on: Upon agreement with the employer, the passenger does not request any advance payment. If clicking on Generate
you will generate an advance payment based on entered costs (can be manually changed by using 
+
Save and close). Or you can manually choose it by Create new + Save and close (the allowance cannot be higher than the generated costs). If the trip is already approved and you want
to change the advance amount, you must click on Send back to editing, adjust it, and have it re-approved by all. If you want to change the amount of an already paid advance, you must
return the advance the cahier and create a new business trip.
The approved business trip can also be adjusted by people with the preparer and supervisor roles.
BEFORE TRIP – SOURCES
- Create new (may take a moment): fill in all required fields. If there is no valid budget for a given source, it cannot be entered, and you have to contact
Mrs. Ing. Dagmar Hanušová.
AA budget item: 5122120 … – set by default, do not modify. Save and close.
Adding another source: use the same procedure.
For following trips to STU Bratislava, ŽU Žilina, and TU Košice, use as the financial source 11910 888 8889100A000 9NP (SZZ), or 11910 888 8889200A000 9ND
(SDZ, dissertation defense, habilitation procedure, and appointment procedure) - those sources apply to abroad as well as homeland trips. The maximum allowance is 30% here.
Upload the invitation letter to the Attachments/General/Create new.
BEFORE TRIP – PAYMENTS (faculty advance payments)
- This tab helps to create an order. If it´s more convenient for you to create the order separately (e.g., once payment for more people) leave it empty, otherwise, there will be
a duplication, and the order generated from the manually entered data must be deleted.
Usage of this functionality simplifies the payments made by faculty (flight tickets, train tickets, accommodation, registration fees, etc.). Payments can be made once
the business trip is approved (you can clarify all details later). The order precedes the invoice.
Create new, Supplier, Item, MP, Price, Currency, Save and Close (at least approximately). After the business trip is approved, the order created here will appear in
the Orders/For completion, and the preparer can edit all details.
For foreign grants and projects with type of action starting with "5" or "6", you must upload proof of 3 offers´ evaluation (screenshots are sufficient).
PAYMENTS IN ADVANCE – PROCEDURE
OTHER
- Overview of days before trip – informative
General notes, Create new – you can enter any comment, e.g., about delay (e.g., scan of a flight delay notice), Save and Close. Only the author can edit or delete the entered note.
ATTACHMENTS
- General/Create New – you can upload documents related to the event (invitation, conference info, bilateral agreement, email about a change in the travel date),
even if the trip has already been approved. You choose from saved documents.
TRIP APPROVAL
- Click below on Send for approval (comment is not necessary); after a while, a message will appear Business trip has been sent for approval, click on the green
SIGN button, sign electronically (then it automatically goes to the Head of department, Originator of operation and Budget Manager for signatures). Notifications are
sent to everyone, including the traveler once the trip is approved. You can set the notifications in your profile (top right corner, User/Settings/Notifications).
Bold items are mandatory.
Billing Documents
Invoicing Data
Accounting is accessible since the day after return – click on Go to statement to unlock additional tabs.
AFTER TRIP
- Here you will find the copied data from Before trip. In case of any changes please update them.
If the start or end data changed, update those first at the top before editing the rest.
Fellow passengers can copy the billing from I am a fellow-passenger, open BT they wish to copy, click on Copy billing (bellow), Copy from BT – choose;
the entire itinerary and basic attachments will be copied – adjust as needed, Save. You can also tick Copy with message from BT, which means all above plus
the business trip report will be copied, Save.
We recommend copying after the original billing has been approved.
Reason for change – explain the reason of the change compared to the original (e.g., delays). Save.
Itinerary – update in case of change; for each type of transport use a separate double row (except of public transport). Delays (e.g., flights) should
be listed in the Note.
Expenses during the trip – Create new, fill in, upload scanned receipts, Save and close. Hand in original receipts to the international office –
glued on Pracovni cesta-kosilka-doklady (in Attachments). Fuel expenses for company cars are reimbursed outside AEDO - based on the submitted document
at the cash desk in the form of petty expenses. We recommend
uploading the receipts to the Attachments tab as well (for auditing purposes).
Money exchange – Create new, fill in, upload the scanned receipt, Save and close (only in case you exchanged your advance abroad; each person submits their
own original).
Total expenses during the trip – an overview of individual expenses (excluding insurance).
Total billing – a summary showing the TOTAL TO BE PAID OR RETURNED (displayed in the Remains to be paid row). When the payment is made, the traveler
will receive an email confirming the trip has been Terminated and settled.
Payment method – set by default to To be sent with salary to bank account can be changed to Cash + Save.
Passenger´s statement – tick.
AFTER TRIP – SOURCES
- Total expenses during the trip – expenses´ overview (excluding insurance), specified in Items below.
Sources – by clicking on Create new you can add another funding source or you can Edit an existing one.
Clearance of employee commitment (appears after the trip is accounted) – here you will find the clearance sheet.
OTHER (notes, overview)
- General notes – by Create new you can add any comment, e.g., reason for date change; is also used for insurance source specification if Everything paid is ticked),
Save and close.
TOTAL COSTS BT (overview)
- Total costs - AEDO: meal allowance + allowance + travel expenses (excluding insurance)
Costs registered in FIS: all costs paid by the faculty (e.g., flights, registration fees ...), including insurance (usually appears with a delay).
Total costs of trip: sum of the above.
BUSINESS TRIP REPORT
- Mandatory – fill it in and save. Without this step, you cannot submit the report for approval. You can also upload an attachment by clicking
Create new, upload, Save and close.
ATTACHMENTS
- Overview of electronically signed PDF documents and all other uploaded files. Here you will also find the document on which you will glue the original receipts
(Pracovni cesta-kosilka-doklady).
Send billing for approve, you are waiting until green Sign button appears. By clicking on Sign, you electronically sign the document and it is automatically
being sent to the accounting officer for approval. After the officer approves it, the system automatically forwards it to the head of workplace for signature.
The originator of operation and budget manager approve costs in the Clearance sheet. Then the clearance sheet will be generated based on which the faculty will settle
the difference (in cash or by sending it on your bank account; or you will be asked to pay the overpayment back at the cash desk).
