A limit is the maximum amount that can be reimbursed for an expense.
In Eurécia, there are different types of limits.
Who is concerned by this article?
To all users that create limited expense reports in Eurécia.
Focus on reimbursement limits
Limits can be applied on the expense directly or on several expenses. There are 4 limits types:
- By expense : applied to each expense of a concerned type
- By day : controls each expense of a day for concerned types
- By week : controls each expense of a week for concerned types
- By month : controls each expense of a month for concerned types
A limit is applied to an expense if:
- The expense and the limit are in the same geographical area
- The date of the expense is between the start date and the end date of the limit
- The expense amount and the limit amount to applied are converted to the same currency of the expense report.
Define limits
In an expense type
Access : Admin Area > Expense reports > Open Profiles and Groups > Profiles
- Click on a profile to see expense types
- Click on an expense type
- Go to 'Payment'
- Add a limit
In a Group
Access : Admin Area > Expense reports > Open Profiles and Groups > Groups
- Click on a Group
- In 'Role' choose 'Shared limit'
- Go to 'Limits'
- And, add a limit
Limits defined in groups are also visible in the expense types concerned. Those limits apply every time an expense is input by an user, if the expense types is concerned by the limit.
Limits by expense types
This limit is examined each time an expense is input by a user, if the type of expense is concerned by the limit. The total amount of expenses must not exceed the daily limit.
Internal and external invitees can be considered in the limit calculation.
- If there are invitees :
- Actual Limit = (number of invitees + 1) * Limit
- Without the send of the expense report : Actual Limit = number of invitees * Limit
- If there are no invitees :
- Actual Limit = Limit
For example:
For a limit by day of 30,00 €
Expense type | Date | Amount (tax incl) | Reimbursement |
---|---|---|---|
Midday meal | 03/03/2019 | 10,00 € | 10,00 € |
Evening meal | 03/03/2019 | 25,00 € | 20,00 € |
Total | 35,00 € | 30,00 € |
Limits by groups (without compensation)
It is about to check that the limit of daily expenses has't been exceeded.
If x daily limits are described in a Group, all the expenses associated to those limits are grouped.
Expenses are sorted out by date of creation by ascending order.
The total of limits is calculated to determined the total limit of the day.
Reimbursements are not well balanced between expenses in order to optimize reimbursements.
For example :
For a daily limit of 80,00 €
Expense | Date | Amount (tax incl) | Limit of the expense type | Reimbursement |
---|---|---|---|---|
Midday meal | 03/03/2019 | 60,00 € | 70,00 € | 60,00 € |
Midday meal | 03/03/2019 | 30,00 € | 20,00 € | 20,00 € |
Total | 90,00 € | 90,00 € | 80,00 € |
Limits by groups (with compensation)
Limits with compensation have sens when limits have been defined in expenses types but also a global limit have been defined in the group.
If the total expenses for the day are greater than or equal to the global limit and the total reimbursements are less than the global limit, then compensation must be provided.
For example :
A limit with compensation of 90,00 € per day on a group.
Expense | Date | Total (tax incl) | Expense type limit | Theoretical reimbursement before compensation | Real reimbursement with compensation |
---|---|---|---|---|---|
Midday meal | 03/03/2019 | 60,00 € | 70,00 € | 60,00 € | 60,00 € |
Evening meal | 03/03/2019 | 30,00 € | 20,00 € | 20,00 € | 30,00 € |
Total | 90,00 € | 90,00 € | 80,00 € | 90,00 € |
The employee has spent 90,00 € during the day, the limit is 90,00 €, the limit with compensation is valid for daily limits.
Other example :
Expense | Date | Total (tax incl) | Expense type limit | Theoretical reimbursement before compensation | Real reimbursement with compensation |
---|---|---|---|---|---|
Midday meal | 03/03/2019 | 80,00 € | 70,00 € | 70,00 € | 75,00 € |
Midday meal | 03/03/2019 | 15,00 € | 20,00 € | 15,00 € | 15,00 € |
Total | 95,00 € | 90,00 € | 85,00 € | 90,00 € |
The employee spent 95,00 € during the day, the limit is 90,00 €, 75,00 € are reimbursed to the employee despite a 'simple' of 70,00 €.
Limit by week
If the total of weekly expenses is greater than the expense limit then expenses of the week will be less reimbursed or not reimbursed at all.
For example :
For a weekly limit of 80,00 € defined in the expense.
Expense | Date | Total (tax incl) | Reimbursement |
---|---|---|---|
Midday meal | 03/03/2019 | 20,00 € | 20,00 € |
Midday meal | 04/03/2019 | 20,00 € | 20,00 € |
Midday meal | 05/03/2019 | 20,00 € | 20,00 € |
Midday meal | 06/03/2019 | 20,00 € | 20,00 € |
Midday meal | 07/03/2019 | 20,00 € | 0,00 € |
Total | 100,00 € | 80,00 € |
The last expense won't be reimbursed because the weekly limit have been exceeded.
Limit by month
If the total of monthly expenses is greater than the expense limit then expenses of the month will be less reimbursed or not reimbursed at all.
For example :
For a weekly limit of 400,00 € defined in the Group (because it concerns several expense types)
Expense | Date | Total (tax incl) | Reimbursement |
---|---|---|---|
Midday meal | 03/03/2019 | 20,00 € | 20,00 € |
Flight | 04/03/2019 | 150,00 € | 150,00 € |
Train | 15/03/2019 | 80,00 € | 80,00 € |
Flight | 20/03/2019 | 140,00 € | 140,00 € |
Midday meal | 22/03/2019 | 15,00 € | 10,00 € |
Total | 405,00 € | 400,00 € |
The last expense will be reimbursed partially because the limits has been exceeded.
Limit by week – average amount
For this limit, the calculation applied is performed in two steps, here is the detail even if only the final result is visible:
- The weekly limit (average amount) is applied by expense. If the expense exceed the limit, the expense will be reimbursed up to the limit.
- The difference of the total is calculated: Difference = (Limit * number of expenses) – (total of reimbursements)
If this 'difference' is greater than 0,00 € then the expenses that exceed the limit are raised to a higher level until the difference is equal to 0,00 €.
For example :
For a weekly limit of 20,00 € define in the Group
Expense | Date | Amount spent | Limited reimbursement (non visible internal calculation) | Average limited reimbursement (final visible result) |
---|---|---|---|---|
Midday meal | 02/02/2019 | 20,00 € | 20,00 € | 20,00 € |
Flight | 08/02/2019 | 15,00 € | 15,00 € | 15,00 € |
Train | 10/02/2019 | 27,00 € | 20,00 € | 27,00 € |
Flight | 15/02/2019 | 25,00 € | 20,00 € | 23,00 € |
Midday meal | 17/02/2019 | 15,00 € | 15,00 € | 15,00 € |
Total | 102,00 € | 90,00 € | 100,00 € |
In the first calculation, the total is 90,00 €.
But the weekly limit is 100,00 €.
But, 102,00 € has been spent then 10,00 € still can be reimbursed.
In the second calculation, the 10,00 € missing are "broken down" on expenses above the €20.00 limit.
|
All expense reports are considered for the calculation of the limit, regardless of their status, but only the expenses of the expense report in edition can see their "amounts to be reimbursed" recalculated when entering the expense report, when recording new expenses. |
When several limits concerned a same expense types, all limits can be applied:
- They are visible in the expense types
- They can accumulate
- Even is some comes from different groups and other from expense type
- Even if they have the same period and are from the same type
- The strictest will be retained and will limit the amount to be reimbursed to the employee
- Limits 'by day with compensation' or 'by month - average amount' allow higher reimbursements than the other strictly applicable limits.
Keywords associated to this article:
Expense reports - reimbursement - professional expenses - amounts - reimbursed amounts - limits - limit types - limit configuration
Comments
0 comments
Article is closed for comments.