How are reimbursement caps applied?

Related module:

In this article:

• Focus on reimbursement caps
• Set one or more caps for the same expense type
• Set one or more caps shared across several expense types
• How are caps applied based on frequency?
  • 'Per expense' caps
  • 'Per day' caps
  • Weekly caps
  • Monthly caps
  • Annual caps
• Combining multiple caps

Focus on reimbursement caps

Caps can be applied directly to the expense or to a group of expenses (for example for lunch restaurant and dinner restaurant expenses). There are 4 types of caps:

• Per expense: applied to each expense of an affected type
• Per Day: checks all expenses for a day for the affected types
• Per week: checks all expenses for a week for the affected types
• Per month: checks all expenses for a month for the affected types
• Per year: Checks all expenses for a year for the affected types.

A cap is applied to an expense if:

• The expense and the cap belong to the same geographical area
• The expense date falls between the start and end validity dates of the cap
• The expense amount and the cap amount to apply are previously converted into the currency of the expense report.

Set one or more caps for the same expense type

Access: Admin area > Expense reports > Type de dépenses

• Click the expense type concerned to access its settings,
• Go to the 'Remboursement' section and click 'Ajouter un plafond',
• Set the cap details: name, amount, validity period,...
• You can add a second additional cap if needed in the same way,
• Save.

Set one or more caps shared across several expense types

Access: Admin area > Expense reports > Regroupement & plafonds communs > Regroupement tab

Expense groupings allow you to set an overall cap on a set of expenses (e.g., Hotel + Dinner restaurant) as well as block the entry of similar expenses and reciprocal invitations on these expense types.

• Click 'Ajouter',

• Enter the name of this expense grouping,
• Select the affected expenses,
• Select the profiles affected by this grouping (only if the expense is linked to several profiles),

• Go to the 'Plafonds communs' section,
• Click 'Ajouter un plafond',
• Set the cap details: name, amount, validity period,...
• You can add a second additional cap if needed in the same way,
• Save.

The caps defined at the grouping level are also visible in the affected expense types. These caps apply every time an expense is entered by a user, if the expense type is affected by the cap.

How are caps applied based on frequency?

'Per expense' caps

This cap is checked every time an expense of this type is entered by a user. The sum of expenses must not exceed the daily cap.

Cap by participants

If guest management is enabled for this expense type, you can configure caps based on participants.

• Submitter of the expense report:

Applied cap = defined cap amount

• Per guest, submitter included:

Applied cap = (Number of guests + 1) x Cap amount

• Per guest, submitter not included:

Applied cap = Number of guests x Cap amount

Average amount on an expense report

'Per expense' caps allow you to determine an average amount for this expense type per expense report.

For example, if a per-expense cap is set at €24 with an average amount for lunch restaurant, then certain expenses included on the same expense report

On the January 2025 expense report:

• The monthly cap (average amount) is applied per expense. If the expense exceeds this cap, the expense is reimbursed up to the cap amount.
• The difference of the sums is calculated: Difference = (Cap * number of expenses) – (sum of reimbursements)

If this 'Difference' is greater than €0.00 then expenses exceeding the cap are adjusted upwards until the 'Difference' equals €0.00.

'Per day' caps

This involves ensuring that the daily expense cap is not exceeded for the same expense type or for a group of expenses (shared cap).

Example:

For a daily cap of €50.00 for shared lunch restaurant and dinner restaurant expenses:

Weekly caps

If the total expenses (by type or shared) for the week exceed the cap, then end-of-week expenses will be reimbursed less or not at all.

Example:

For a weekly cap of €80.00 set at the 'lunch restaurant' expense level:

The last expense will not be reimbursed because the weekly cap has been exceeded.

Monthly caps

If the total expenses (by type or shared) for the month exceed the cap, then end-of-month expenses will be reimbursed less or not at all.

Example:

For a monthly shared cap of €400.00 defined for travel expenses: Lunch restaurant, Flight, Train, Hotel, Dinner restaurant,...

The last expense will be partially reimbursed because the monthly cap will be reached.

Annual caps

Like the previous two, if the total expenses (by type or shared) for the year exceed the cap, then end-of-year expenses will be reimbursed less or not at all.

Example:

For an annual shared cap of €1,500.00 defined for travel expenses: Flight, Train, Taxi, Bus,...

The last expense will be partially reimbursed because the annual cap will be reached.

Combining multiple caps

When several caps apply to the same expense type, all caps are potentially applicable. The most restrictive cap applies.

For example:

If for lunch restaurant and dinner restaurant expense types, the following caps have been configured:

Daily cap lunch restaurant = €25

Daily cap dinner restaurant = €30

Shared cap for lunch + dinner restaurant / day = €50

Weekly shared cap for lunch + dinner restaurant of €200

On Friday evening, even if all daily rules are respected, the expense will only be reimbursed up to €14 because the weekly cap of €200 is reached.

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