Managing mileage allowances

DMF

0415** PURCHASES EXPENSE REPORTS *

Important

This feature requires enabling the following feature flag: Transverse domain > Puissance Fiscale Par Vehicule label.

Akuiteo allows you to input expense containing mileage allowances from My Akuiteo > My expense report, which are validated from Edit > Validate expense report, then reimbursed to the employee according to a scale defined by the financial administrator. These expense are inputted on a Mileage allowances expense type.

Reference

For more information about the expense types setup, see Expense types.

For more information about the creation, the input and the management of expenses in expense reports, see The expense reports. The following information only present specific features of the mileage allowances with the Puissance Fiscale Par Vehicule feature flag enabled.

1 From My Akuiteo > My expense report, click on .
2 In the Expense type field, specify a Mileage allowances expense type.
3 Specify the following information about the mileage allowances:
Field Description

Vehicle, Power and Kilometers

These fields replace the Power and km / Total fields.

Select the employee's vehicle and the number of kilometers traveled in the context of the expense.

The Vehicle or Power help list displays the vehicles linked to the employee and the type of the expense type selected.

Total km traveled

Displays the number of kilometers traveled by the employee matching the total of kilometers specified on the current expense and the total number of kilometers traveled by the employee:

  • with the Vehicle specified;
  • on the expense type specified;
  • on the year date of the expense;
  • on the company used for connection.

Calculated amount

Displays the calculated amount matching the total amount of the current expense and the mileage expenses already inputted by the employee:

  • with the Vehicle specified;
  • on the expense type specified;
  • on the year date of the expense;
  • on the company of the employee.

Note

In case of change to a superior threshold on the expense report, that change is reflected in the amounts only after completing the expense report.

Amount already refunded

Displays the amount already reimbursed matching the total amount of mileage expenses already inputted by the employee:

  • with the Vehicle specified;
  • on the expense type specified;
  • on the year date of the expense;
  • on the company of the employee.

Amount to refund

Displays the amount to reimburse matching the amount of the current expense. It is calculated according to the following formula:

Calculated amount - Amount already refunded

Note

When the feature flag Puissance Fiscale Par Vehicule is enabled, the Fiscal horsepower and Total fields are hidden.

4 Specify the other fields of the expense then click on at the top right of the screen to save.
5 Specify the information required for the creation or modification then save.
DMF

041517 PURCHASES EXPENSE REPORTS COMPLETE

041521 PURCHASES EXPENSE REPORTS CANCEL COMPLETION

041542 PURCHASES EXPENSE REPORTS COMPLETE MULTIPLE EXPENSE REPORTS

Expense reports must be completed in order. Thus, it is not possible to complete an expense report if its date comes after the date of another expense report not completed.

Example

The employee A inputs an expense report for February 2025 and already has another expense report for January 2025. The employee must complete the expense report of January 2025 before the expense report of February 2025.

The cancelation of the completion of an expense report must be done in order. Thus, it is not possible to cancel the completion of an expense report if there is another expense report after that is also completed.

Example

The employee B has two expense reports validated. One for the week of February 17th, 2025 and the other one for the week of February 24th, 2025. If they want to modify the expense report of February 17th, 2025, they must:

  1. cancel termination of the expense report of February 24th, 2025;
  2. cancel termination of the expense report of February 17th, 2025;
  3. modify then complete the expense report of February 17th, 2025;
  4. complete the expense report of February 24th, 2025.
DMF

041507 PURCHASES EXPENSE REPORTS VALIDATE COMPLETED EXPENSE REPORT

041520 PURCHASES EXPENSE REPORTS CANCEL VALIDATION

041527 PURCHASES EXPENSE REPORTS VALIDATE NON-COMPLETED EXPENSE REPORT

041540 PURCHASES EXPENSE REPORTS VALIDATE MULTIPLE EXPENSE REPORTS

Expense reports must be validated in order. Thus, it is not possible to validate an expense report if its date comes after the date of another expense report not validated.

Example

The manager A must validate two expense reports: one for February, 2025 and another one for January, 2025. The employee must validate the expense report of January 2025 before the expense report of February 2025.

The cancellation of the validation of an expense report must be done in order. Thus, it is not possible to cancel the validation of an expense report if there is another expense report after that is also validated.

Example

The employee B has two expense reports validated. One for the week of February 17th, 2025 and the other one for the week of February 24th, 2025. If they want to modify the expense report of February 17th, 2025, they must:

  1. request cancellation of the validation of their expense report of February 24th, 2025;
  2. request cancellation of the validation of the expense report of February 17th, 2025;
  3. modify then complete the expense report of February 17th, 2025;
  4. complete the expense report of February 24th, 2025.