Defining the rules for distribution

Before you get started

Every month, Pagga Meal vouchers calculates the number of meal vouchers to distribute to your employees, based on the number of worked days, absences and expenses. It then automatically generates the order to the issuer of your meal vouchers. 

To define the scope and calculation rules for the distribution of meal vouchers, you will create a regulation:

1. Selection of establishments concerned, implementation date, issuer for ordering meal vouchers and voucher value ("Meal vouchers" tab)
2. Define a list of beneficiaries or an exception per beneficiary ("Beneficiaries" tab)
3. Definition of calculation rules ("Calculation rules" tab)
4. Selection of Timmi Absences absence accounts with or without impact on calculation ("Impact of absences" tab)
5. Selection of Cleemy Expenses expense types with or without an impact on the calculation ("Impact of expenses" tab)
6. Configure information relating to the order issuer ("Order" tab)

Follow this step-by-step guide to create your 1st regulation document before performing your 1st meal voucher calculation.

1 - Create a regulation 

To create a regulation defining the scope and calculation rules for the distribution of meal vouchers:

1. Open the Settings menu.
2. Click on the button "Create a regulation".
3. Choose the regulation name.
4. Indicate the date you wish to start distributing meal vouchers.
5. Select the establishments concerned.
6. Choose the issuer for the meal voucher order from the list.
7. Click on the button "Create a regulation".
8. The regulation has been created.
9. The 1st tab of the "Meal vouchers" regulation opens.

In the "Meal vouchers" tab, enter the face value of the meal vouchers and the employer's contribution, then save.

2 - Define the list of beneficiaries or an exception per beneficiary

The "Beneficiaries" tab is used to define the list of beneficiaries.

By default, all employees of the regulation establishments are considered beneficiaries.

You can add exclusion rules; for more details, please read this article "Modifying beneficiaries".

For each employee, you can define exceptions for the calculation date or the type of voucher to be issued. For more information, please read this article "Modifying beneficiaries".

3 - Defining calculation rules

In the "Calculation rules" tab, define the rules for calculating the meal vouchers to be distributed:

• The period for taking into account the number of days worked allows you to determine the period over which the number of days worked will be calculated, including work cycles, public holidays and excluding leave.
• The absence deduction period lets you choose the period you wish to deduct employee leave from. 
• The expense deduction period lets you choose the period you wish to deduct employee expenses from. 

For each of these parameters, you will have the following three options:

If I am on the January distribution then:

• order month: January
• month before the order month: December
• two months before the order month: November

The default calculation rules are most frequently used, with a deduction period for absences and expenses corresponding to the month preceding the order month. This setting reduces the number of adjustments by limiting delays in entering absences and expenses:

• Period where the number of days worked are included = month of the order M
• Period for deducting absences = the month before the month of the order M-1
• Period for deducting expenses = the month before the month of the order M-1

Special case - Partial working days and flexible full-time

If the employee works a partial day, morning or afternoon, you can indicate whether or not a meal voucher will be deducted for that day. By default, in accordance with URSSAF rules, a meal voucher will be deducted if the employee only works mornings or afternoons. This applies to flexible full-time.

According to URSSAF rules, part-time employees are eligible for meal vouchers. For this to happen, their working hours must be interspersed with a meal break. Employees who only work mornings or afternoons are not entitled to a meal voucher.

 Absences in hours
: You can now indicate the threshold according to which a leave in hours must trigger a meal voucher deduction (for this calculation to be reflected on the account, it must be specified in the calculation rules, see Step 4)
The minimum is 30 minutes. If you select 00:00; no hourly leave will be deducted. If you select 2 hours 30, a voucher will be deducted for any absence of 2 hours 30 or more.

Additional rules

You can also define additional rules that will be accessible to employees when they view the meal vouchers they receive each month, via the "Calculation rules" link.

4 - Select the absence accounts impacting the calculation

In the "Absence Impacts" tab, Timmi Absences absence accounts linked to regulatory establishments are displayed.

For each absence account you must indicate whether or not it will deduct meal vouchers in the calculation. 

If an absence account deducts vouchers during the calculation, this means that for each day of absence taken from this account, one meal voucher will be deducted.

1. Select the absence account and use the yellow arrows to move it to the right block:

• "... will deduct a voucher in the calculation", such as paid leave or comp days.
• "... will not deduct a voucher in the calculation" training or remote working for example.

     2. Click on "Save" to validate your changes.

To increase efficiency, you can select all accounts via "Select all" and deselect those not required.

Absence accounts with dates are grouped together, but you can also select/deselect them individually.

5 - Select the types of expenses that impact the calculation

In the "Expense Impacts" tab, all Cleemy Expenses "Restaurants and invitations" expense types are displayed.

For each type of expense you must indicate whether or not it will deduct meal vouchers in the calculation. 

If an expense type deducts vouchers from the calculation, this means that for each expense or invitation of this type, a meal voucher will be deducted.

1. Select the type of expense and use the yellow arrows to move it to the correct block:

• "... will deduct a voucher during the calculation" generally lunch expenses.
• "... will not deduct a voucher during the calculation" generally dinner expenses.

     2. Click on "Save" to validate your changes.

To increase efficiency, you can select all expense types via "Select all" and deselect those not required.

6 - Ordering settings

You can change the order issuer provided no order has been placed for this regulation.

Depending on the issuer, you can indicate whether vouchers are digitized by default (if deselected, default vouchers are paper). For the Swile issuer, vouchers are digitized only. 

For each beneficiary, you can then define an exception if the employee wishes to receive paper rather than digitized vouchers (see "Beneficiaries")tab. 

Depending on the issuer, you will need to define information relating to the order.

Swile issuer

For example, for Swile, you need to indicate the code of the establishment point defined in Swile for each establishment.

You can find it in your Swile administrator area "Settings > Attachment points > Attachment point code".

Optionally, you can also enter your billing identifier, which you can find in the export file.

Frequently asked questions 

In which cases do I need to create several regulations?

Which meal voucher issuers are managed?

I have only one type of "meals" expense with no distinction between lunch and dinner. How can I distinguish between the two so that my voucher calculation is accurate?

How to configure a new absence account?

How to configure a new type of expense 

How to change the value of the meal vouchers