Travel order of the civil service with Notilus InOne

In the civil service, any temporary travel requires the establishment of a travel order. Whether physical or dematerialized, the travel order allows the employee, when he travels for professional reasons, to benefit from the same advantages and protections as those granted by his employee status when he is at his usual place of work.

Travel Order

The assignment order may be one-time or permanent, but may not exceed twelve months. It must mention the purpose of the trip, such as training or internship, as well as the dates and places of execution, and must be approved by a competent hierarchical authority.

When the employee is on a travel outside his/her administrative and family residence, he/she is entitled to reimbursement of his/her temporary travel expenses. The travel order is also used to define the travel expenses and the authorized expenses. Through its travel Order space, Notilus allows the travel request to be valued. It also simplifies the calculation of daily allowances by automatically evaluating the estimated travel expenses according to the duration and location of the travel.

This way the approvers of the travel order can confirm the validity of the trip while ensuring the availability of funds. With Notilus, the authorizing officer can designate the department(s) that will pay the travel allowances and make the budget commitment with the IS tools (GBCP).

Business travel and travel orders

Some public institutions have contracts with travel agencies. These allow the purchase of services (tickets, accommodation, car rental) paid for by the administration in the context of business travel. This management method reduces cash costs for employees who do not need to pay in advance for their trips.

Notilus interfaces with most online reservation tools and travel agencies to facilitate reservations and validation of these services directly from the side of the travel order.

The solution also offers the possibility to create the budgetary commitment act: by approving the travel, the authorizing officer or the manager can easily generate the order and the reservation of credits in the budgetary tool, under the rules of the GBCP.

The integration of supplier invoices in Notilus allows the reconciliation and comparison of the services fees indicated on the invoice with the initial estimate the solution generated when it first analyzed the invoices from the travel agency, and to highlight any differences.

Daily allowances and travel order

Notilus InOne natively retrieves the chancellery rates and the travel expense scales applicable in France and abroad, made available by the DGFiP on the website of the Ministry of Economy, Finance, and Recovery.

Based on the dates and times of the travel, as well as the location(s), the solution automatically calculates the number and amount of the corresponding statutory daily allowances. It also allows for the deduction of unpaid allowances in the event that the employee is taken in charge by another entity or makes personal expenses.

Combined with the management of forecasted expenses, Notilus offers a precise estimate of the employee’s allowances and expenses before his departure on a travel and allows a credit reservation as close as possible to reality. Upon his return, the traveller can confirm the dates of the trip and create his expense report in Notilus.

The expense report includes all information about the travel and the rates applicable on the date of the expense. The employee only has to attach his receipts to obtain the reimbursement of his temporary travel expenses.

Reference texts

Decree no. 2006-781 of July 3, 2006, , setting the conditions and procedures for the payment of expenses incurred by temporary travel by State civil servants.
Decree No. 2019-139 of February 26, 2019, amending Decree No. 2006-781 of July 3, 2006, setting the terms and conditions for the payment of expenses incurred by temporary travel by State civil servants.