Setting up e-xpense travel forms that let employees fill out multiple reports for one trip can be useful under the following circumstances.
When employees travel to a single destination for an extended period of time, let’s say more than one week. Your company may bill customers weekly and thus require employees to report expenses every week.
If employees request approval once for a single trip, but actually travel several times within that trip and submit a report each time.
When employees need to split exceptionally long trips into multiple reports.
This is how it works when the form that allows multiple reports also requires pre-authorization. Each of the reports in a multiple setup must go through the regular approval cycle, but it is possible to have more than one report based on the same request open or waiting for approval at the same time. Once the employee indicates that s/he has created the final report for the trip, e-xpense changes the status of the pre-authorization request to ensure that no more reports can be created that are based on it.
Note: There is an additional setting that you make when you set up forms to both allow multiple reports for one trip and enforce a percent of the maximum M&IE (meals and incidental expenses) per diem on the first and last day of reports. You go to the Prorate per diem for multiple expense reports field on the Parameter Setup screen, Expenses tab to indicate how e-xpense calculates per diem rates when employees enter reports for forms that allow multiple reports.