The different settings in the Expense Reports module (new version)

Related module:

In this article:

• The employee area (to be repeated for each employee)
  • Bank details
  • Personal means of transport
  • Expense report profile
  • Reimbursement currency
• Expense Reports module settings
  • Automatic receipt recognition
  • Receipt with probative value
  • Enable electric vehicles
  • Calculate shortest routes
  • Deduct home/work commute
  • Payment method
  • Expense report types

The employee area (to be repeated for each employee)

Access: Admin Area > Paramètres généraux > Salariés et utilisateurs

• Open the relevant employee record
• Click on the “Infos personnelles” tab

Bank details

Enter the employee's bank details in this field. These details can be used solely for record-keeping purposes, or to generate expense report reimbursements (if the option has been subscribed to).

Personal means of transport

Enter the employee's various personal means of transport in this field. Entering their personal vehicle (along with its fiscal power) will allow, among other things, the calculation of mileage allowance amounts.

💡 To learn more, read the article: Changing vehicles: best practices

• Then click on the “Règles” tab
• Go to the “Note de frais” section

Expense report profile

Enter the employee's expense report profile here, which determines the expenses they can enter in their expense reports.

It is possible to assign multiple profiles to the same employee, and to set a default one.

Reimbursement currency

Set the employee's default reimbursement currency.

Expense Reports module settings

Access: New Admin Area > Notes de frais > Paramètres avancés

• In the “Paramètres” tab

Automatic receipt recognition

This checkbox enables OCR (Optical Character Recognition) to automatically recognize receipt content in order to pre-fill expenses with the amount, VAT, date, etc. Each user will still have the option to use it or not.

Receipt with probative value

This feature allows generating receipts with the same legal value as original paper receipts.

Enable electric vehicles

This checkbox enables electric vehicle management according to the default rates provided by Eurécia: users with an electric vehicle will receive a 20% increase on their mileage expense reimbursements.

💡 To learn more, read the article: Electric vehicle management

Calculate shortest routes

When this option is enabled, Eurécia automatically calculates the shortest route in terms of distance (and no longer just the fastest).

📌 This choice applies to all employees. It is up to you, as an administrator, to decide on the calculation method best suited to your reimbursement policy.

💡 To learn more about the impact for employees, read the article: Mileage expenses: shortest route, multiple stops, and home/work deduction, discover the new version!

Deduct home/work commute

When this option is enabled, Eurécia automatically deducts the home/work distance from each mileage expense entered by the employee.

Prerequisite: the home/work distance must be entered in the Advanced Settings of the new Admin Area for Expense Reports.

📌 Once enabled, the deduction systematically applies to all routes for all employees.

💡 To learn more about the impact for employees, read the article: Mileage expenses: shortest route, multiple stops, and home/work deduction, discover the new version!

Payment method

This field allows you to determine the default payment method to offer when reimbursing expense reports (check, bank transfer, payroll reimbursement, etc.).

Expense report types

Check the “Enable management of multiple expense report types” box to set up different types of expense reports. You will then be able to assign certain expenses to only one type of expense report, and others to different types of expense reports.

For example, the “Missions abroad” expense report type could contain “Hotel” and “Flight” expenses that might not be available in the “Routine activities” expense report type.

Keywords: Expenses · settings · expense reports · company record · employee record · transport · payment · bank details · expense type · expense report profile · business expenses · mileage rates · VAT · business expenses · home · work · commute · mileage · distance