Create a mileage allowance.

Related module:

In this article:

• Things to remember: what is the difference between a mileage scale and a mileage allowance?
• How does it work?
• Creating a mileage allowance. 
  • Configure reimbursement coefficients
• Check the link to the mileage scale

Things to remember: what is the difference between a mileage scale and a mileage allowance?

💡 The mileage allowance defines the applicable reimbursement rules: types of vehicles concerned, validity period, calculation method, currency, and reimbursement coefficients.

💡 The mileage scale links a “Mileage expenses” expense type to the mileage allowance to be applied.

💡 When creating a specific mileage allowance, Eurécia automatically creates and links the corresponding mileage scale.

How does it work?

1. An employee enters a Mileage expenses expense type.
2. Eurécia identifies the mileage scale associated with this expense type.
3. The system then searches for the mileage allowance corresponding to the expense characteristics.
4. The reimbursement is calculated according to the parameters defined in this allowance.

If several mileage allowances are associated with the same scale, Eurécia automatically selects the one that matches the criteria of the expense:

• travel date;
• vehicle type;
• tax horsepower;
• entered mileage.

Creating a mileage allowance. 

Access: New Admin area > Expense Reports > Barèmes kilométriques

• Click Ajouter

  

• Enter the Nom de l'indemnité kilométrique field.
• The allowance is automatically associated with the Spécifique mileage scale. 
• Select the relevant vehicle type(s). 
• Choose the calculation method:
  • Kilométrage annuel (with adjustment);
  • Kilométrage par trajet (without adjustment).
• Enter the minimum and maximum mileage. 
• Define the validity period of the allowance by indicating a start date and, if necessary, an end date. 
• Select the associated currency.

Configure reimbursement coefficients

Then define the reimbursement calculation methods based on the tax horsepower of the vehicles.

1. Check the Active box to display the relevant tax horsepowers.
2. Enter the applicable multiplier coefficient as well as the additional amount, if necessary.
3. Click Save to finalize the creation of the allowance.

The mileage scale links mileage allowances and mileage expenses: 

Check the link to the mileage scale

The mileage scale provides the link between mileage allowances and Mileage expenses expense types.

If you use several Mileage expenses expense types associated with different scales, check that each expense report profile is linked to the correct expense type.

Access: New Admin area > Expense Reports > Types de dépenses

1. Open the relevant Mileage expenses expense type.
2. In the Remboursement section, check that the Barème kilométrique field corresponds to the expected scale.

When entering an expense report, Eurécia will automatically apply the correct reimbursement based on:

• the expense type associated with the employee's profile;
• the mileage scale attached to this expense type;
• the characteristics of the vehicle used.

Keywords: Expense report · Reimbursement · business expenses · Professional expenses · travel · calculation · Mileage expenses · Mileage distance · Number of kilometers · mileage scale · URSSAF