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 Image Added 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 Image Added 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
Image Added	Manual edit of this expense entry
Image Added	Delete this entry
Image Added	Daily based presentation of driven route. Blue parts are related to expenses.
Image Added	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 Image Added.

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 Image AddedAll 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 Image Added

After saving the data, these settings are used for all calculations.

Export of expenses

It can be exported the

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 basis of expenses calculation. For calculation are needed information about first working place and 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 Image Removed to assign working places.

Expenses editor

After selection of driver and 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 over night
• field for comments

Entries with * have a period which could be used for expenses. Hover shows detail information for this period.

Actions

Icon	Action
Image Removed	Manual edit of this expense entry
Image Removed	Delete this entry
Image Removed	Daily based presentation of driven route. Blue parts are related to expenses.
Image Removed	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. Table will be updated after saving this entry.

Modification of expenses

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..

Export of expenses

It can be exported 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 generate generated report contains a conclusion of costs divided in total costs, meal and accommodation and accommodation for the selected period. Furthermore you will get a list of all days with expensesexpenses. 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 ana activitywork 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 the work starts after 4 pm and ends before 8 am on the following calendar day and there is NO overnight stay. This absence is to be added to the calendar day with the predominant absence.

Working places

Unter diesem Punkt können Sie Tätigkeitsstätten anlegen und verwalten. Beim Anlegen einer neuen Tätigkeitsstätte können Sie dieser eine passende Bezeichnung vergeben.
Desweiteren stehen folgende Optionen zur Verfügung

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 all working places with their defined radius shown.

Working places can be assigned to a single or several drivers on page "assigments". Assigments can be done in personnel tab as well. There you choose a working place from a select box and set a validation. Principal residence can be created here as well.

. 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: By ignition and standstill In this mode, the time of absence begins and ends with the ignition signal or upon detection of a vehicle stall. This setting may be useful during loading operations within a site with the ignition on. This is the case, for example, if the vehicle has a mobile crane. By ignition The period of absence begins when the ignition is switched on within the workplace and ends with the ignition being switched off after driving in this area.
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

Expenses Settings

Expenses settings are in settings of this module.