Alternative transport expenses

Employees should not pay when the shuttle fails

On a day when the shuttle does not show up, skips the stop, is very late or is canceled, employees may have to get to work by taxi, public transport or their own car. In RotaMerkezi this expense is reported, reviewed and paid without paperwork or email back-and-forth.

Receipt-based claims from the passenger portal

From the My expenses screen in the portal, employees:

• Select their trip from the past few days (or enter a date and direction)
• Enter the type of transport and the amount
• Take a photo of the receipt with their phone or upload a PDF
• Track the status of their claim; they can withdraw it before a decision is made, and the outcome arrives as a notification

Automatic evidence from trip data

The trip's actual data is automatically attached to every claim:

• Was the trip canceled, or did it never start
• Did the vehicle stop at the person's stop, and how many minutes late was it
• Is there a boarding record or an "I won't ride today" notice for the person
• Is there a breakdown or accident record on the trip

The result is shown as "data supports / contradicts / could not be verified", so the approver assesses disputed cases on data rather than guesswork.

Approval, payment and accounting

On the Employees → Transport expenses screen:

• Pending claims with summary cards and filters, evidence and receipt preview
• Full or partial approval, rejection with a reason
• Bulk marking of approved claims as paid with a payment reference
• CSV export for payroll and accounting

No one can decide on their own expense; approvers see only claims from employees within their own data scope.

Charging back to the vendor

If the shuttle failed because of the vendor, the approved amount is entered as a deduction from that month's vendor payment. An expense is deducted only once.

Tailored to your organization

• Expense claims on / off
• Claim window (within how many days after the trip date)
• Maximum amount per claim
• Receipt requirement
• Delay threshold that counts as "very late"
• Receipt retention period

KVKK

• Receipts are stored in non-public storage; only the person themselves and authorized staff can see them, and every view is written to the audit log in line with KVKK (Turkey's Personal Data Protection Law)
• Photos are re-encoded: location (EXIF / GPS) data is removed and the size is reduced
• Receipt files past the retention period are deleted automatically; the expense record and amount remain

Frequently asked questions

Can employees claim taxi expenses every day?

Claims can only be made for trips within the period set by the organization, and the trip's actual data is attached to every claim. If the shuttle came on time and the person did not board, the evidence shows "data contradicts".

Is a receipt required?

It is an organization setting. If receipts are required, a claim cannot be submitted without one; no receipt is requested for trips made by one's own car.

How are approved expenses paid?

Approved claims are marked "paid" in bulk and exported as CSV to payroll or accounting. Payment is made through the organization's own process.

Can the expense be deducted from the vendor?

Yes. If the shuttle failed because of the vendor, the approved amount is added as a deduction to that month's vendor payment.