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The Eurécia Expense Reports module allows you to digitize your expense report receipts via your computer, tablet, or smartphone, and to issue receipts with probative value in a paperless format for your employees' expense reports.
This feature is developed with our trusted partner Universign, a specialist in cloud sharing, backup, and electronic signature solutions.
In this article:
Probative archiving - What is it?
Legislation allows companies to keep their expense report receipts in digital or paper format, provided they have reliable and compliant copies stored in electronic format for a minimum period of 6 years. This probative archiving will therefore have the same value as the paper version of the receipt if the document meets the following criteria:
- authenticity: it is possible to prove that the document is indeed what it claims to be. The document is therefore marked by “timestamping” and by electronic signature/seal/fingerprint, which can attest to its fidelity.
- integrity: the preservation of the document is immutable, confidential, and traceable.
- intelligibility: the document must be stored in a standard and recognized format such as PDF (for example)
Guaranteeing your data security
Eurécia relies on Universign, one of the leading certification authorities in France, to guarantee the probative value of receipts to companies.
Our paperless process (storage, digital archiving, timestamping, electronic signature, certification of document authenticity and integrity) meets the strictest security requirements:
- Trusted Third Party compliant with RGS** and the European eIDAS regulation
- Storage on ISO 27001 certified & Tier III compliant servers
- as a member of the Adobe Approved Trust List – AATL, Universign is recognized by Adobe® Acrobat® or Reader®.
Finally, the Universign SaaS platform relies on a high-performance, highly secure IT infrastructure. Hosted in France, it offers you a service continuity guarantee with an availability rate of +99.9% per year.
All Universign certifications are available here!: Universign Certifications.
But what does the law say?
Eurécia's receipts with probative value comply with current legislation:
- Article 16 of the Amended Finance Act of December 29, 2016 (Law No. 2016-1918 of December 29, 2016) authorizes the paperless management of receipts
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Article A. 102 B-2 of the French Book of Tax Procedures and the European eIDAS regulation sets out the conditions for digitizing invoices. To have probative value, digital evidence must be:
- true and unaltered copies (scanned without processing and without loss of quality)
- saved in a standard format known as “intelligible”: PDF or PDF 1/3 format (ISO 19005-3)
- accompanied by a server seal, digital fingerprint, or electronic signature
- timestamped
Good to know!
In the event of an URSSAF audit or tax audit, receipts with probative value have the same legal value as original paper receipts.
How does it work?
Good to know!
For more information on how it works and the settings to put in place in Eurécia: Setting up and operating receipts with probative value - Video!
Keywords associated with this article:
expense reports - receipts - invoice - receipt - notes - receipts with probative value - JVP - audit - URSSAF - paperless - digital - archiving - storage - Universign - certificate - certification - approval
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