Managing mileage allowances

DMF

1905** WEB PORTAL EXPENSE REPORTS *

Important

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

Akuiteo allows you to input expense containing mileage allowances from the Web Portal > Employee > Expense reports, which are validated from the Web Portal > Manager > Expense reports 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 Expense reports. The following information only present specific features of the mileage allowances with the Puissance Fiscale Par Vehicule feature flag enabled.

1 From the Employee module > Expense reports menu, click on the + Expense button at the right of the screen.
2 From the form, in the Type field, select a Mileage allowances expense type.
3 Specify the following fields for the mileage allowances:
Field Description
Departure Address and Arrival address

Important

These fields are only shown if the following conditions are met:

  • Google APIs are set up from the Administration console.
  • The Calculate number of kilometers with Google APIs option is checked in the expenditure type setup.

Specify a text in each address field to search the departure and arrival addresses. The address suggested by the Place Autocomplete API is displayed automatically under the address field. Click on the result to specify the relevant address.

This action allows the Distance Matrix API to calculate the Kilometers number.

To reverse the departure and arrival addresses, click or on the right of the Departure address or Arrival address field.
Kilometers

Specify the number of kilometers related to the expense.

Calculate the kilometers thanks to the Distance Matrix API

Important

This feature is only available if the following conditions are met:

  • Google APIs are set up from the Administration console.
  • The Calculate number of kilometers with Google APIs option is checked in the expenditure type setup.

Click to automatically specify and calculate the number of kilometers thanks to the Departure address and the Arrival address.

Several choices are available:

  • Calculate by including toll booths and highways;
  • Calculate by avoiding toll booths and including highways;
  • Calculate by avoiding highways and including toll booths;
  • Calculate by avoiding toll booths and highways.

If the Do not allow free input of kilometers is checked in the expenditure type setup, the Kilometers field cannot be manually specified and can only be specified by clicking on .

Vehicle

This field replaces the Power field.

Select the employee's vehicle.

The help list displays vehicles linked to the employee and the selected type.

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 Save.

The expense is created and is added to the relevant expense report in the Expense reports menu.

DMF

190505 WEB PORTAL EXPENSE REPORTS COMPLETE EXPENSE REPORT

190506 WEB PORTAL EXPENSE REPORTS CANCEL EXPENSE REPORT COMPLETION

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

1908** WEB PORTAL EXPENSE REPORTS VALIDATION EXPENSE REPORTS VALIDATION

190805 WEB PORTAL EXPENSE REPORTS VALIDATION VALIDATE NON-COMPLETED EXPENSE REPORT

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.