Create or edit an expense report profile

Related module:

In this article:

• Create or edit a reimbursement profile
  • General information
  • Expense report entry frequency
  • Entry rules for employees
  • Company vehicle mileage

Estimated reading time: 5 minutes

Create or edit a reimbursement profile

Access: New Admin area > Notes de frais > Ouvrir Profils de notes de frais

• Click 'Ajouter' to create a new expense report profile.
  You can also duplicate an existing profile by clicking on the row of the profile you want to duplicate, then on 'Dupliquer'.

General information

• Enter the profile name
• Enter a code: it is useful when importing employees to assign them a profile and in case of settings import
• Select the expense types to link to the profile from the drop-down list
• Click 'Ajouter des collaborateurs' to assign this expense report profile to the relevant employees, you are redirected to the 'Gérer les collaborateurs du profil' page to select your employees, then save

Expense report entry frequency

• Select the entry frequency: this determines the period covered by an expense report:
  • Monthly: the employee will select the month covered by their expense report (systematically from the first to the last day of the month)
  • Weekly: the employee will select the week covered by their expense report (systematically from Monday to Sunday)
  • Open: the employee will enter the dates they want when creating an expense report
• If the frequency is monthly or weekly:
  • Enter the 'Nombre maximum par mois ou par semaine' to prevent employees from creating numerous reports rather than grouping their expenses into one or two reports.
  • You can check the 'Création automatique de notes de frais' box and enter the 'Nombre de notes de frais' to be created in advance. The reports are created automatically, empty, without employee intervention, so that they can fill them in. For example, if the number is set to 2, the software will automatically create the report for the current month, and those for the next two months
• If Expense report types are enabled, you can limit the number of requests per expense report type per month by indicating the maximum number per expense report type

Entry rules for employees

This section allows you to configure expense entry options.

• Allowed past entry time frame from current date (in days): allows you to set the number of days the employee has to enter their expense relative to the date of said expense (for example, if the maximum delay is 10 days, an employee going to a restaurant on January 10 will have until January 20 to enter their expense; beyond that, they will have to go through their Manager)
• Allowed entry time frame after the expense report end date (monthly/weekly frequency) (in days): allows you to set a number of days after the expense report end date during which it is possible to modify the expense report. For example, if you enter 10 days and your expense report runs from 01/03 to 31/03, then you can enter or edit expenses until 10/04 (regardless of the expense date).
• Check 'Véhicule personnel modifiable par le collaborateur lors de la saisie (type, puissance fiscale)' if the user can modify the horsepower rating of their vehicle directly in the expense report, for Mileage expenses type expenses (in this case, they must have correctly filled out their employee record with their personal vehicles)
• Check the 'Faire participer le salarié aux remboursements lors des dépassements de plafond avec une carte société' box so that if the employee exceeds the threshold set with the company card, the amount will be deducted from the total to be reimbursed.

Configure your fields in 'Choix des champs à afficher':

• Check 'Afficher' to allow your teams to fill in this field
• Check 'Obligatoire' to make sure this choice is filled in

• The label: allows you to add details to the selected expense type: restaurant name, event name, location...
• The comment: additional information to be filled in by the employee
• Rebillable Option: if expenses can be billed to a third party (client, supplier, etc.), the value entered by users will be available in certain exports
• 'Synthèse du décompte de la part patronale' to display the total employer contribution amount to deduct. This contribution is calculated if the employee receives meal vouchers and 'Déjeuner' type expenses are configured in order to deduct this employer contribution from the expense amount to be reimbursed
• 'Référence de la note de frais' to allow entering additional information that applies to the expense report as a whole

Company vehicle mileage

You can enable mileage tracking for company vehicles for people who will be assigned to this expense report profile and configure its tracking mode.

• Click the 'Activer le suivi du kilométrage (véhicules professionnels)' button to enable the feature
• The following fields (calculated automatically or entered manually) then appear in a specific expense within the expense report:
  • Relevé compteur km début
  • Relevé compteur km fin
  • Nombre km pro
  • Nombre km perso

• Check the 'Saisie obligatoire' box to make entering the vehicle mileage at the start and end of the trip mandatory
• Check the 'Kilométrage de début modifiable' box to allow the employee to modify the vehicle mileage when starting their trip (the end mileage of the previous report is automatically reused)
• Check the 'Calculer les km personnels' box to:
  • Prevent entry in the Nombre de kms pro and Nombre de kms perso fields
  • Automatically calculate the difference between Relevé de compteur km début and Relevé de compteur km fin
  • Display the calculation result in 'Nombre de kms perso'
  • Populate pro kms with entered expenses of type 'Frais km' with a mileage rate other than 'kms personnels'
• Uncheck the 'Calculer les km personnels' box to:
  • Prevent entry in the Relevé de compteur km fin field
  • Allow entry of Nombre km pro and Nombre km perso
  • Automatically calculate Relevé de compteur km fin by adding Relevé de compteur km début + Nombre km pro + Nombre km perso
  • Display the calculation result in Relevé de compteur km fin
• Check the 'Faire participer le salarié aux frais pour les km personnels' box so that the employee financially contributes to the personal km driven with their company vehicle. For example, the employee would owe €0.06 / km. In this case, to determine the employee's contribution amount, you must:
  • Add an expense type in the expense report profile containing in the Reimbursement section:
    • Type = Frais Km
    • Barème kilométrique = km personnels
  • Ensure that a mileage rate is attached to the 'km personnels' template

Keywords: Expense reports · profile · expenses · settings · printing · display · options · expense entry · mileage · business expenses · professional expenses