AEDO - business trips
ADVICE NEEDED? COME OR CALL
ADVANCE PAYMENTS REQUIRE APPROVED BUSINESS TRIP (all input details can be specified later).
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). 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.
To make a payment, you must have an order created in AEDO + enclose the invoice; if you do not have an invoice yet, enclose a completed payment request
(žádost o provedení úhrady) instead and submit all to the international office.
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).
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 information, bilateral agreement, or email about a change in the travel date).
You choose from saved documents.
TRIP APPROVAL
- Click Send for approval (comment is not necessary), Yes, and after a while, a message will appear: Business trip has been sent for approval, wait for a while
until the green SIGN button appears, 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 must be issued to:
ČVUT v Praze, Fakulta stavební, Thákurova 7, 166 29 Prague 6, VAT CZ68407700 or
CTU in Prague, Faculty of Civil Engineering, Thakurova 7, CZ-166 29 Prague 6, VAT CZ68407700
Those receipts are mandatory: an electronic flight ticket with boarding passes; train, bus or public transport tickets, taxi receipt; fuel receipt (may be issued two days before or
two days after the trip – Applied price of PF both in the Czech Republic and abroad must be provided); accommodation receipt etc.
For rental car, fill out the form Car rental abroad:
- Fuel receipt (Applied price of PF)
- Rental car receipt including insurance (with starting and ending mileage)
- Evidence of the average fuel consumption of the rented car – ideally by looking up the technical specifications online, as rentals often do not state the consumption.
If you exchange your deposit, submit an exchange receipt.
If there was a transport delay, submit a proof from the provider.
If you submit a copy of a shared invoice, indicate who holds the original and claim your part.
For settlement the originals are required, pls. stick them on the Pracovni cesta-kosilka-doklady (in Attachments) and submit to the international office.
For any card payment attach a bank statement for this transaction.
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, although technically you should be able to use this function multiple times.
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).
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). If red figures appear in the Remains for breakdown field
in the last row, go to AFTER TRIP – SOURCES, click on Edit and then on red numbers in the Remains to be covered, Save and close. If the trip is funded from one source
only and you won´t use this function, all expenses will be charged to that source. If multiple sources are used, you will not be able to proceed until the costs are
appropriately allocated.
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.
If red figures appear in the Remains to be covered field, click on Edit and then on red numbers in the Remains to be covered, Save and close. If the trip is funded
from one source only and you won´t use this function, all expenses will be charged to that source. If multiple sources are used, you will not be able to proceed until
the costs are appropriately allocated.
OTHER (notes, overview)
- Overview of days before and after the trip – informational only, shows differences.
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 clearance sheet number in FIS.
Travel insurance: insurance costs.
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).
Invoicing data – downloadable --
here
