Mileage Expenses

 

Background information

In Cleemy, you have very flexible options for managing mileage allowances, either using the official expense report scale or a custom scale. This page explains the different ways you can configure mileage expenses in your organisation.

All settings for mileage expenses are configured in the ‘Settings’ tab in the ‘Natures’ section. When you choose (or create) a mileage nature type, you can choose the configuration you want from the options described below.

If you use the official French scale, see this article explaining how Cleemy automatically manages switching brackets and the various regularisations.

Entering the trip

Method for entering trips

There are two ways for Cleemy users to submit their trips:

  • by providing the distance travelled
  • by entering a starting point and destination

The input method is a setting specific to each mileage nature type.

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You can of course create mileage natures that work differently:

  • with distance entered for users who take multiple trips each day, like travelling salespeople. Entering a total distance for the day is more efficient for this type of user.
  • with addresses entered for users who take few trips each day or who are working on specific projects or with specific clients.

When you open the settings for a mileage expense nature, you can use the ‘User enters’ option to select one method or the other. You can change how it works without any impact on expenses already submitted.

Options for distance calculation settings

Cleemy uses Google Maps to calculate distances between two addresses. You can set whether distances are calculated in kilometres or miles.

The distance saved matches the shortest trip (optimal time) between the two addresses entered.

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Calculating reimbursement amounts

The reimbursement calculation method is defined just below the trip input option. There are two options available:

  • the official scale
  • the custom scale

Using the official scale

If you choose the official scale, Cleemy will automatically calculate the reimbursement amount based on the tax power of each user’s vehicle using the applicable scale, without you having to update it year after year.

Similarly, official reimbursement rates are updated during the year, and Cleemy will automatically apply retroactive regularisations. The amount reimbursed to employees is then reduced until the overpayment is recovered.

 

To use the official French scale, you must select ‘Mileage web service’ in the ‘Mileage reimbursement calculation’ field:

  • Enter ‘voiture’ (car), ‘moto’ (motorcycle) or ‘vélomoteur’ (moped) into the ‘Vehicle type’ field to tell Cleemy which scale to apply for this nature.
  • If you want the tax power to be pre-filled based on the user’s personal file, enter it in the ‘Default power’ field (for example, by entering 7 for an employee with a 7 ).

In this case, a user cannot enter mileage expenses if there is no value entered in their personal file.

  • If you allow employees to change their vehicle’s tax power regardless of what is entered in their personal file, tick the ‘Power editable’ box. You will then have to provide the authorised tax powers using the module that automatically opens:

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Using a custom scale

Unlike the official scale, you cannot use this configuration option to manage multiple reimbursement rates using thresholds on distance travelled since the start of the year. To set a custom rate, choose ‘Custom rates’ in the ‘Mileage reimbursement calculation’ field. (see screenshot below).

You will have to add as many ‘factors’ as reimbursement rates available in your scale, whether this rate is linked to tax power or any other criterion.

Each factor needs three pieces of information:

  • The power is a whole number, usually the tax power. If your scale only has one rate, you can absolutely enter a ‘power’ of 1.
  • The label is shown to the user when they submit mileage expenses.
  • The factor is the amount reimbursed by unit of distance travelled, in the currency of the user’s company.

You cannot enter a default power for users when you are using a custom scale.

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