This modul uses position data of the cars to determine expenses for your employees.
Common
Expenses 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 or the principal residence for each employee.
Expenses are divided in:
- Absence over 8 hours (arrival and departure)
- Absence of 24 hours
- over night
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.
Configuration
You 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 editor
After 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.
This table shows the follow:
- day of expenses
- start and end of longest absences period of this day
- duration of absence
- cars which were used in this period
- expenses region, by click on this symbol
it opens an overview with border crossings of this day - expenses for meals and accommodation
- proportionally taxation rates (tax free, tax flat rate and taxable) of expenses for meals
- calculation base by settings
- field for comments
Entries with *1 have a period which could be used for expenses. Hover shows detail information for this period.
Entries with *2 have an expenses day but no vehicle was used.
Entries with *3 means the tax data include a pro rata calendar month.
Entries with *4 means the calculation and output of tax data is a new function and is only supported for data from 01.01.2023.
Actions
| Icon | Action |
|---|---|
 | Manual edit of this expense entry |
 | Delete this entry |
 | Daily based presentation of driven route. Blue parts are related to expenses. |
 | Shows manually changes of this entry |
| List absence times |
+ | Add absence (in terms of absence management). |
Edit entry
Manually changes can be made with inline editor. There can be added comments to the comment field. The type of absence determines the legal standard amount according to the selected country or region. Table will be updated after saving this entry.
Modification of legal requirements
Legal 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 adaption
Another 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.
Overview
At 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:
| Function | Meaning | Comments |
|---|---|---|
Show list values | Open the settings page for this list | lists in past are readonly, changes of the current list ends this one and creates a new one, starting today |
End list | Set an end date for this list | the end of a list can be between the begin of the list itself and the begin of the successing list. If your changes create a gap to the start of the next list, it will be filled with legal data |
Delete list | Deletes a list | available for just future list |
| Create new list | Open the settings page for a new list | all data base on the current list |
Settings
Each 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 settings
You 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 expenses
It 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.
A generated report contains a conclusion of costs divided in total costs, meal and accommodation for the selected period. Furthermore you will get a list of all days with expenses. Over a checkbox you can additional show taxation values.
Legal regulations for Germany
| rule | description |
|---|---|
Absence | means that the employee has been instructed by the employer to carry out a work in which he is staying outside the first place of work. Furthermore, the employee must not be at his private address. |
Full expenses | will be payed, if absence is 24 hours. |
Reduced expenses | will be payed, if absence is larger than 8 hours. Furthermore at days of arrival and departure. These are days before or after a whole day absence. |
| midnight rule | If a expense trip extends past midnight and lasts a maximum of 16 hours, this absence should be allocated to the calendar day with the majority of the absence. |
Working places
Under this point you can create and manage workplaces. When creating a new working place, you can give it a suitable name.
Furthermore, the following options are available:
| option | description |
|---|---|
| Radius | Defines the size of the sphere of this working place. |
Interruption of absence | immediately, 30 minutes, 1 hour… Determines how long the vehicle may stay in the workplace without interrupting the absence in terms of expenses. |
| Type of working place | Type of working place is determined. ( principal residence, first working place, further working place ) |
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 Settings
Expenses settings are in settings of this module.
| rule | description |
|---|---|
For one-day trips abroad, which start and end in a place of work, should be the expense | If the employee travels abroad from one country to another within one day and back home again, the employer can always refund the lump sum for the non-resident state in which your employee last stopped. With this setting, you can specify whether the lump sum for the last foreign state or the rate of compensation of the place of work is used for the calculation. |
| Default value for the radius of a working place | The radius of the working place determines in which area around the fixed position an interruption of the absence takes place in the sense of the expenses. If the vehicle drives or passes through this area, the expense time will be interrupted. The longest absence period of a day is evaluated. |
| Interruption of absence | It is possible to set a maximum residence time for a place of work. In this period, a vehicle can thus be in the respective place of work, without the absence time in terms of expenses is interrupted. Each time you drive to the place of work, the complete break time is available. |
| Recognition start expense relevant period | The absence in the sense of the expenses begins with the leaving of the area of the place of work and ends with the driving of this area. The user can choose between the following two modes:
|
Trip assignment | In order to identify which trips are counted for the driver, the user can choose between the following two modes: 1 1. Exact trip assignment: With exact trip allocation, only those parts of the trip for which the driver was registered are assigned to the driver. 2. Tolerant trip assignment: With tolerant trip assignment, the entire trip is assigned to the driver even if the driver logs in late or logs out early. |
Adding up multiple absence periods for single-day external activity. | An absence period begins when leaving the workplace and ends upon re-entering the location. Multiple absence periods related to a single-day business trip can be handled as follows:
|
Midnight Regulation | The midnight rule applies when an absence spans overnight and lasts a maximum of 16 hours. Two modes can be chosen for evaluating an overnight absence:
|