Overview
Location and activity tracking are critical for cross-border tax reporting as well as a correct payroll.
The Travel Calendar serves as the foundation for generating tax-compliant and payroll-enabling export files, streamlining the handoff to your company’s tax professionals.
The Travel calendar enables employees to accurately log their travel and work locations, ensuring proper documentation for payroll, tax declarations and compliance with international regulations.
Access to the travel calendar
The travel calendar is available only if your company has activated the assignment feature.
Once activated, HR admins will find the Travel Calendar Overview in the main menu on the left side of the platform.
What HR admins can do
HR admins have visibility into calendar completion of the employees that they have the right to manage. Within the travel calendar overview, HR admins can:
✅ See who has filled out their calendar and who hasn’t.
📊 View monthly completion rates per employee.
🔔 Send reminders to employees to complete their entries.
Calendar overview
The overview provides a summarized view with the following details:
Employee name
Department
Calendar completion status
Last date of record
You can export this overview by clicking on the Export button in the top-right corner.
Simply select your date range, then click Export list to download the file.
You will then receive the exported file in an email as below:
Employee-level details
Clicking on any employee’s name will open a detailed view of their travel calendar.
Here, you can see which days have been filled in and which remain incomplete.
In this view, you can:
✉️ Click Send reminder (top-right corner) to remind the employee to fill in their travel calendar. The employee will then receive a reminder as shown below:
Check the calendar completion status (in percentage) is displayed on the right-hand side, providing an at-a-glance view of each employee’s progress.
📅 Click Export calendar to download a calendar view for that specific employee.
Select the date range, then click Export list to confirm.
You can easily switch from one employee to another by using the dropdown menu in the top-right corner.
How it looks for employees
Employees use the same calendar to log:
Where they were working and from which location
If they were not working, the reason (e.g., vacation, public holiday, etc.)
If they were traveling, the take-off and destination countries, and whether they worked during travel
Each day can be entered individually or as a date range, and employees can mark whether it was a travel day, a full day, or a split day.
The calendar automatically calculates completion percentages and provides a color legend to visualize their entries.
👉 For a detailed walkthrough of how employees use the Travel Calendar, please refer to the Employee travel calendar guide.
Encouraging employees to regularly maintain their travel calendar ensures smoother tax reporting and reduces compliance risks for the company.