⚙️Can you automate the removal of old settled travel expense claims?

You can automate the deletion of settled travel expense claims and trip logs. With this function, you can manage and purge historical data in a simple, secure, and well-structured way – in line with applicable accounting regulations and GDPR.

How it works

To use the function, go to Settings > Import/export > Scheduled task runs. There you will find a new type of scheduled task running: Delete travel expense claims. When you create a new scheduling, you select how long the information will be kept in the system.

You specify the number of years the information should be retained. The minimum allowed value is governed by accounting legislation in each country. You also choose when the clean-up will take place. The system will then automatically delete entire calendar years that are older than the specified retention period, based on the payment date of the travel expense claim or trip log.

Country-specific rules for retention period

The minimum retention period for travel expense claims and trip logs varies depending on local legal requirements:

• Sweden: at least 7 years
• Norway: at least 5 years
• Denmark: at least 5 years
• Finland: at least 10 years

What is removed?

When a scheduled deletion runs, the following information is permanently removed from Flex HRM:

• travel expense claims for domestic and international travel, expenses, entertainment, and car trips
• attachments connected to travel expense claims
• imported car trips and credit card transactions connected to travel expense claims
• trip logs and trip log settlements
• transfer information to accounting, for example Fortnox, and invoicing

Log and follow-up

To provide full transparency and control, there is a log function. In the menu bar under Scheduled task runs you will find the button Show log. There you can follow each task run in detail and see:

• date and time when information was deleted
• number of deleted travel expense claims and trip logs
• which payment dates were affected
• the status of the task run as well as any errors and warnings

With this function, it becomes easier to keep Flex HRM up to date, reduce the volume of historical data, and work in a more structured way with data storage and data purging.