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How do I send a report in Expensya?
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Change my offer
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Grant or receive an access delegation on Expensya
Add a lump sum - The German perdiem
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Expensya Cards - Administrator Role Management
Absence management
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Calculating mileage expenses by applying the principle of compensation - case study
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- All Categories
- First use - Company
- Absence management
Absence management
Updated
by Selim Ounis
The import of absences can be done in Expensya and allows the validator or accountant to visualize the absences of employees (paid leave, time-off, sick leave...)
This allows the validator to ensure that no expenses were incurred while an employee was on leave. The validator can then reject the expense.
Absence import
- Go to the "Administration" tab, then to the "Users and access" menu.
- Go to the "Absences" submenu
- Click on the "Import" button

- Download the template via the "Download template file" button

- A csv file is downloaded. Open it in Excel and fill in the appropriate fields;
- ExternalId: Unique identifier
- PayId : Employee's personnel number
- Mail : Mail of the employee
- StartDate : Start date of the absence
- EndDate : End date of the absence
- Label : Label (example : Illness)
- AbsenceState : status of the absence (0 : cancelled / 1 : confirmed)
- AbsenceType: type of absence (2: Paid leave / 4: Illness / 8: Time off / 16: Other)
- The default value for the absence type ("AbsenceType") is "Other".
- If you enter a value other than "2", "4", "8", "16" in "AbsenceType" the default value will be saved
- If you enter a value other than "0", "1" in "AbsenceState" the default value will be saved
- Once the file is completed, import it into Expensya by clicking on "Import file".

- Then click on the "Import" button

Set up a rule on expenses incurred during absence :
It is possible for the administrator to create an alert type expense rule or a blocking rule for expenses incurred during absence
- Choose the type of rule you want to add (Alert or Blocking Rule)
- Click on "Depending on whether the expense is recorded on a day of absence".
- Choose the type(s) of leave during which the rule will be applied

Calendar view of absences during grade validation
By consulting the notes in validation, you have the possibility of seeing on the calendar the absences with the expenses carried out, to see if these coincide with a date where the collaborator was absent
