Define the mileage rate to apply

Related module:

In this article:

• What does the law say?
• Settings
  • Apply the official French mileage rate with automatic adjustments
  • Apply a rate other than the official French rate

What does the law say?

Mileage expenses define the expenses incurred when using a personal vehicle for business purposes. They allow an executive or an employee to be reimbursed for expenses related to using their personal vehicle for the needs of their professional activity.

In France, you can benefit from mileage allowances under several conditions:

• The vehicle used must not be registered in the company's name
• Travel expenses must be duly justified (date, location, number of kilometers driven, and name of clients concerned by the journey)
• Journeys must be strictly professional in nature
• Mileage allowances cannot cover commuting between home and work

A rate published every year allows calculating the amount of mileage allowances to be paid. It takes into account the vehicle used, the tax horsepower, and the distance covered during the calendar year.

Expenses covered by mileage allowances are:

• The purchase cost of the vehicle and its equipment
• Fuel costs (petrol, diesel, etc.)
• Annual insurance premium
• Maintenance costs (repairs, tires, servicing, etc.)

Therefore, these expenses can under no circumstances be paid by the company in addition to mileage allowances.

Expenses not covered by mileage allowances are:

• Parking fees
• Toll fees

Settings

Apply the official French mileage rate with automatic adjustments

Access: Nouvel Espace admin > Expense reports > Types de dépenses

Note: the Eurécia rate is updated automatically based on publications from URSSAF.

• Open the expense type 'Frais kilométriques'
• Under the 'Remboursement' section
  • Type de remboursement: select 'Frais km'
  • Barème kilométrique: select 'Barème kilométrique français avec régularisations automatiques (auto, moto, cyclo)'
• Save

Note: in each employee's record, you must specify the means of transport used.

Access: Annuaire salarié > Open employee record > Infos personnelles tab

• Go to the 'Moyens de transports personnels' section
• Each vehicle that the employee uses must be declared, with at least the vehicle type and the number of tax horsepower:

Apply a rate other than the official French rate

If you apply a rate different from the URSSAF rate, you can add customized mileage allowances.

Each mileage allowance will be attached to the specific rate, and you can then configure the applicable rates.

These rates may vary depending on the type of vehicle used (car, motorcycle, etc.), the number of kilometers covered during the calendar year or on the trip, the date of the trip, and the tax horsepower.

If another rate applies with other conditions, create a new mileage allowance and link it to the same rate: Create a mileage allowance.

Support: In the event that several specific rates must be applied, contact Eurécia support to request the creation of a subsequent specific rate for each customized allowance.

Then, to apply these mileage rates:

Access: Nouvel Espace admin > Expense reports > Types de dépenses

• Select the relevant expense type 'Frais kilométriques'
• Go to the 'Remboursement' section
  • Type: select 'Frais km'
• Barème kilométrique: select the appropriate specific rate or another name of the mileage rate (if several specific rates exist)
• Save

Keywords: Expense report · Reimbursement · pro expenses · Business expenses · travel · carbon footprint · calculation · Mileage Expenses · Mileage expenses · Mileage distance · reimbursement rate · coefficient