written by Managing employee expenses is one of those “invisible” yet essential activities within an organization. Whether it’s business travel, purchases needed for operations, or occasional costs, the reimbursement process requires close collaboration between the employee, manager, and finance/accounting department.
Expense reports seem simple—until you’re the one responsible for them. An employee returns from a business trip, misplaces a receipt among dozens of emails, and in the meantime, the exchange rate has changed.
In reality, things are not always that straightforward. Supporting documents need to be collected and verified, approvals may be delayed, exchange rate differences apply for international travel, and manual calculations can lead to errors—all of these consume time, create bottlenecks, and lead to frustration.
When the process is not clear, standardized, and digitalized, expense reporting turns from a natural internal procedure into an administrative burden that slows everyone down. In a time when operational efficiency and cost control are critical, companies need a modern solution that provides transparency and automation at every step.
Travel Expense Report and Travel Order
The expense report is the supporting document by which an employee who has carried out a business trip requests reimbursement for expenses incurred during the assignment. Articles 43–44 of the Labor Code define business travel, and the expense report is the means through which related entitlements are granted (per diem, transportation, accommodation).
The travel order is the document issued by the employer to send the employee to another location to perform work-related tasks.
The expense report can also be used in the case of secondment, defined in Articles 45–47 of the Labor Code, when the employee temporarily works for another employer or in another location. In this case, the employee is entitled to reimbursement of travel and accommodation expenses, and, if applicable, a specific secondment allowance.
See also Smartree article: Secondment vs. Delegation: Essential Differences for Employers
What Is MyStaff Expenses?
MyStaff Expenses is the MyStaff module that brings order, transparency, and automation to the expense management process—all in a single platform, accessible anytime, anywhere.
MyStaff Expenses is a software solution that automatically manages:
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Travel orders
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Expense reports
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Employee expense budget control
The system provides predefined approval workflows, integration with payroll processing, and complete visibility into costs generated within the organization.
Why Do You Need MyStaff Expenses?
Automated Expense Control
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Quick generation of travel orders
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Expense reports categorized by type and preset limits
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Automatic calculation of per diem (taxable / non-taxable)
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Elimination of processing and reporting errors
Employees upload proof of payment directly into the platform (scanned/uploaded), and the system handles the calculations.
Simplified Approval Process
With approval workflows aligned with internal policies:
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Employee → Manager → Accounting, automatically and transparently
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Configurable user rights (multiple roles)
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Automatic backup for approval continuity
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Alerts and notifications for expense status
No more lost emails, delays, or extra follow-up discussions.
Real-Time Reporting and Visibility
Provides management with access to:
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Monitoring expenses by departments, cost centers, or users
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Exportable statistics and reports (XLS, PDF)
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Fast analysis for budgeting and financial control
Decisions are based on real data, not assumptions.
Key Features of MyStaff Expenses
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Available on desktop and mobile (phone/tablet)
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Full user and exchange rate management
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Complete workflows for expenses and travel requests
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Direct integration with MyStaff Payroll and accounting systems
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Fast implementation: employee import, organizational structure, draft expenses
Benefits for the Entire Organization
Studies & Statistics
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A study by the Global Business Travel Association shows that 51% of HR and finance decision-makers believe manual expense reporting processes are not suitable for hybrid work environments.
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In a case study at OKI Europe using the Emburse Enterprise solution, the expense reimbursement process became 70% faster, and total expenses decreased by 20%.
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Reports on the European T&E (travel & expense) software market show that more and more companies are implementing applications that automate internal expense processes. In the past, according to SAP Concur, employees manually filled out expense forms, attached paper receipts, and submitted everything for approval; now, expense management software automates most of these steps.
Modernize the Way You Manage Expense Reports
MyStaff Expenses transforms the reimbursement process from a bureaucratic task into an efficient and controlled experience. Less time wasted. Fewer errors. More visibility.
Request a MyStaff Expenses demo and see how you can transform expense management in your organization—simple, fast, and digital.
We are Smartree, leaders in HR outsourcing and personnel administration services, with 25 years of experience in the Romanian market. We provide innovative, strategic, and automated solutions for your HR challenges. Beyond payroll and HR specialists, legal consultants, and creators of the MyStaff platform, we aim above all to be your trusted partner. Contact us for a conversation!
