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This modul uses position data of the cars to determine expenses for your employees.
CommonExpenses will be payed if an employee must work outside of his working place. Also he cannot be at his principal residence. This time calls absence. The legislator published on yearly base lists with legal costs rates for each country. These rates are the basis of expenses calculation. For calculation are needed information about first working place and or the principal residence for each employee. Expenses are divided in:
Expenses will be calculated according German law for companies which are located in Germany. The calculation runs over night and it calculates expenses until day before yesterday. ConfigurationYou have to assign a first working place and a principal residence for your personnel to get calculated expenses automatically. In addition you can define further working places to interrupt absence. Create and provide of working place will be explained in chapter 'working places'. You have to edit personnel data to activate expenses. Click on 'Activate expenses calculation for this person'. Choose an already defined working place and assign a validation. Expenses will be calculated from now on. There is a possibility to assign working place for several employees in one step. Check these employees under personnel. An assistant will pop up by clicking on this symbol to assign working places. Expenses editorAfter selection of a driver and a time period expenses will be shown in a table. Each row contains expenses for a day. Days without expenses will be shown gray.
Entries with * have a period which could be used for expenses. Hover shows detail information for this period.
Actions
Edit entryManually changes can be made with inline editor. There can be added comments to the comment field. Table will be updated after saving this entry. Modification of legal requirementsLegal requirements can be adapted for this company in settings. It can be set a fixed amount or a value in precent. All countries and regions are affected by these changes. Country adaptionAnother posibility is to set your own sets per country/region in the setpoint "country adaption". You can use your own, differing from legal ones, points of time as well as own values for your expenses. OverviewAt the overview you get a timebased overview about your managed settings. Timeranges are not covered by your own settings are filled by legal ones. Functions for lists:
SettingsEach list consist of a description and a start date. For new lists, it is possible to define the coverage of a list. Here you can choose between all countries or just changed ones. As standard view you get a limited set of countries, you made changes to and are differing from legal settings. You can switch to a full list, where you can see and edit all countries. Settings "list coverage"The difference if a list contains all countries or only the changed ones maybe trivial for the first time, but can have an great impact later. If your list contains only the changed countries, for all unchanged the legal values are used. These are managed by YellowFox. Is a validity period of a list over the years and there are changes to to legal for the new year these values are used automatically. A list containing all values do not use these changes, all values keep stable no matter if a legal value changed. Change settingsYou can set your own point of time you want to pay expenses for, for each country or region. Point on the timeline and just click on the point of time to set a new marker or you click on a marker and move it to left or right. To delete a marker you can click on it (all other are faded out) and click on the . To deselect a marker, click a second time on it. Now all other markers are faded in again. To change a value, click on it and fix it. If you change the value for the 24h marker, the value for "full day expenses" are set too. Changes are marked red. If you want to reset your changes, click on the action All your data for this country/region are set back to point of your last save. To go back to the legal settings, use the action After saving the data, these settings are used for all calculations. Export of expensesIt can be exported the current view from expenses editor as PDF, Excel or CSV. The report center gives you possiblity to generate series and export them as HTML, PDF, Excel or CSV. Legal regulations for Germany
Working placesUnder this point you can create and manage workplaces. When creating a new working place, you can give it a suitable name.
Working places can be edited at any time. Changes will be applyied immediately. There is a history where you can see your changes. On page "map" are shown all working places with their defined radius. Working places can be assigned to a single driver or several drivers on page "assigments". Assigments can be done at personnel tab as well. There you choose a working place from a select box and set a validation. Principal residence can be created there as well. Expenses SettingsExpenses settings are in settings of this module.
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