We are now introducing a highly anticipated feature in Flex HRM that allows for the automatic deletion of settled travel expense claims and trip logs. This new functionality helps you easily and securely manage and purge historical data in accordance with the current Bookkeeping Act and GDPR.
How It Works
To get started, navigate to Settings > Import/export > Scheduled task runs. Here, you will find a new type of scheduled execution called Delete settled travel expense claims. By creating a new schedule of this type, you can configure how old information should be deleted from the system.
You specify the number of years the information should be retained, where the minimum allowed value is governed by the Bookkeeping Act in each respective country. You also select a time for when the cleanup should be performed. The system will then automatically delete entire calendar years older than the specified value, based on the payment date of the travel expense claim or trip log.
Country-Specific Retention Rules
The minimum allowed retention period for travel expense claims and trip logs varies depending on country-specific legal requirements:
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Sweden: At least 7 years
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Norway: At least 5 years
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Denmark: At least 5 years
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Finland: At least 10 years
What Is Deleted?
When a scheduled execution for deleting travel expense claims is run, the following information will be permanently removed from Flex HRM:
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Travel expense claims (domestic/international, expenses, entertainment, car trips)
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Attachments linked to travel expense claims
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Imported car trips and credit card transactions linked to travel expense claims
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Trip logs and trip log settlements
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Transfer information to accounting (e.g., Fortnox) and invoicing
Log and Monitoring
For full transparency and control, a log function is available. In the menu bar under Scheduled task runs, you will find the Show Log button. The log displays detailed information about each execution, including:
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The date and time when information was deleted
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The number of deleted travel expense claims and trip logs
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Which payment dates were affected
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The status of the execution, as well as any errors and warnings
With this new feature, it is easier than ever to keep your HR system updated and compliant with current legal requirements.
