Do your company's employees use their personal vehicles for business travel and claim reimbursement on the basis of the mileage scale?
Are you looking for a solution to manage and reimburse your employees' travel expenses?
With the "Kilometric allowance" app, simply calculate the value of the allowance based on the number of kilometers driven.
Configure the applicable scale for each employee. All they have to do is enter the distance covered in their expense reports to obtain the amount of the allowance to be reimbursed.
Kilometric allowances refer to the value of the reimbursement made by a company for expenses incurred by an employee using his or her personal vehicle for business purposes. This scale is published each year. It depends on the vehicle's engine power (in hp), its type of motorization (internal combustion, hybrid, electric) and the distance covered. It applies to: cars, motorcycles and mopeds.
Activating the "Kilometric allowances" app adds new fields to the following software objects:
- On each employee's personnel register form, to record information relating to the calculation of the allowance.
- On each employee's expense report, to record distances travelled on business trips.
1. Setting an employee's mileage allowance
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Once the app has been installed, new fields are added to each employee's personnel record.
Complete this information for each employee, so that they can then enter expense claims using the current scale.
- Vehicle type, choose from 3 types: Car, Motorcycle, Moped
- Vehicle tax horses: to enter the value of the vehicle's tax horses. Here the value is an integer (3, 4, 5...)
- Engine type: select from the following options: Thermal, Hybrid and Electric
- Vehicle model: enter as required
- Vehicle make: enter as required
- Name of vehicle owner (this field is particularly useful in cases where the vehicle is leased, even occasionally, by the employee).
- Download "Carte grise" file
- Download "Vehicle insurance" file
- Kilometric scale multiplier: this is where you enter the value of the scale to be applied for calculation purposes (here the 2024 reference https://www.service-public.fr/particuliers/actualites/A14686).
- Additional value of mileage scale: This coefficient is used to calculate a provision for monthly mileage allowances. The amount obtained is only indicative, and a regularization of the IK calculation at the end of the tax period will be necessary with the application of the appropriate tax formula according to the total annual mileage covered.
- Total kilometers traveled: this field is read-only and is provided as an indication of the employee's total kilometers reimbursed.
Note that in the event of an inspection by the authorities, the company must be in possession of all this up-to-date information.
2. Entering the distance travelled on an expense claim
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Any employee requesting reimbursement of mileage expenses must do so via an expense claim.
The "Kilometric allowances" app adds automatic calculation of the amount of the allowance, taking into account the applicable scale.
To obtain this calculation, when entering a new expense line, select the Mileage type.
This selection then displays additional fields for distance and object qualification.
Complete the following fields:
- Description
- Departure point
- Place of arrival
- Number of kilometers travelled
- Third party, i.e. the name of the contact or company linked to the trip, whether customer, prospect or supplier, for example.
- Purpose of trip: summarize here the reason for the trip.
Click on Calculate allowance: the amount is calculated and entered in the VAT box of the expense line.
Once the amount has been calculated, click on Add to integrate the expense line into the expense report.
The number of kilometers entered on each expense line is then added to the "total kilometers traveled" shown on the employee's personnel record.
3. Calculation of mileage allowance
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The amount of the mileage allowance is calculated on the basis of the formula: number_of_kilometers_traveled x multiplier_coefficient.
The number_of_kilometers_run is indicated on the expense line entered in the expense claim.
The coefficient_multiplier is indicated on the personnel register form.
