Cleemy’s guest statement allows you to track the number and amounts of meals in which employees have participated. If you use the Figgo leave and absences management service, you can also calculate the number of restaurant vouchers pending regularization using this module.
The statement is available in the Statements > Guests from inside the company tab.
The standard statement: guest calculation
If you do not have Figgo, the guest module cannot determine employee leaves. In this case, Cleemy will only display the following information:
- The name of the employee (in the Excel export, his or her ID number is also included).
- The total amount of meals the employee was involved with. For meals with other guests, only his or her share of the meal will be shown.
- The total number of expenses of the selected expense types in which the employee participated (as declarer or guest).
- The average price of a meal for this employee (average of the total amount and number of guests).
If you have Figgo, but the theoretical restaurant voucher (RV), lost RV and true RV columns do not appear in the report, it’s because the full version of the guest module is not active on your site. Please contact us to set it up.
Restaurant voucher statement
Rules concerning the calculation of restaurant vouchers
Cleemy meticulously tracks the regularization rule of URSSAF restaurant vouchers:
- To qualify for a restaurant voucher, the employee must have worked both the morning and the afternoon.
- All lunches reimbursed via an expense report lead to the loss of a restaurant voucher with a limit of one per day and only if the employee qualifies for a restaurant voucher on that day.
- All half-day absences will lead to a loss of a restaurant voucher regardless of its reason.
In Figgo, it is possible that certain counters have been configured as not being absences (for example, trainings). An absence of this kind will not be regularized that day, given that the employee did indeed work.
You can confirm the configuration of these counters in Figgo via Administration > Configure > Accounts. The option below allows you to indicate if the absences generated to an account are not considered as absences and if they should not lead to the regularization of a restaurant voucher.
There are four filters which allow you to generate the statement: legal entity, reference date, period, and expense types.
The module will perform its calculations by looking at expenses that correspond with the following criteria:
- The expense is from one of the selected expense types. Only “Restaurant and Guest” expense types can be added to the statement.
- The expense was created by a user who belongs to the selected legal entity when he or she declared the expense report.
- The date of the expense is from the selected time period. We suggest that you use the expense report’s creation date in order to ensure that expenses declared late are counted.
- The module does not take into account the status of the expense report to which the expense belongs: it can be declared, approved, paid, controlled, or posted.
Users who have not been involved in a meal during the period will not be included in the statement unless you request Cleemy to calculate their entitlements to restaurant vouchers by selecting the “Include all users from the legal entity” check box.
The best way to use this statement consists of:
- Keep a list of how many restaurant vouchers employees receive each month.
- Create the statement as soon as restaurant vouchers are distributed (usually the beginning of the month).
- Filter expense reports according the their creation date.
- Select the period to cover the current year starting from January 1 until the end of the month when you will distribute restaurant vouchers. For example, if you are going to distribute April restaurant vouchers, you should generate the report up to April 30.
- Start the report: you will receive the number of restaurant vouchers that the employee was entitled to since the beginning of the year, taking into account the regularizations linked to expenses declared late or changes to past leaves.
- Compare the restaurant voucher totals to those that you have distributed since the beginning of the year: the difference corresponds with what you must distribute during the upcoming month.
Therefore, you will regularize the lost restaurant vouchers from the previous month (meals, guests, absences) and take into account the leave that has already been approved and that will take place during the upcoming month.
Of course you are not required to regularize restaurant vouchers through removing stubs from the actual restaurant vouchers: you can manage them by withholding an amount from the employee’s payslip which is equivalent to taking a restaurant voucher from the voucher book.
Guests between legal entities
The statement is produced for a single legal entity at a time: it is only interested in expenses declared by users who belong to the selected legal entity.
For example, if the user Susan from company A takes John from company B out to lunch:
- John’s meal will neither belong to company B’s report nor that of company A.
- Susan’s meal will only belong to Company A’s report.