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:

1. Absence over 8 hours (arrival and departure)
2. Absence of 24 hours
3. 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

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:

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

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.

Interruption of absence 

Determines how long the vehicle may stay in the workplace without interrupting the absence in terms of expenses.