First use - Employee
How do I send a report in Expensya?
How to create an Expensya account?
The different statuses of a report
How to create a report?
How do I add or delete an invoice?
How do I add and delete my mileage expense?
How to add a guest on an invoice?
Managing my vehicles for my mileage expenses
How to assign an invoice to a report?
Exports reports and invoices
Validate my Expensya trial account
My report is still a draft, what does that mean?
Mission order requests and management
Automatic import of bank card statement
Professional payment instruments
Personal payment instruments
Manage your password
Source of Exchange Rate on Expensya
Creation and management of credit notes and expense cancellations on Expensya
First use - Company
How do I add or delete a user or adminisrator?
Can I change the export format?
Importing bank statements
Banks supported by Expensya
How to create user groups in Expensya?
Assign an administrator or accountant to user group
How to give or receive access delegation on Expensya?
How to create a project in Expensya?
How to assign my collaborators and groups to a project ?
Manage professional vehicles in Expensya
How to fill the project import template
How to create a category and configure my chart of accounts?
Customize the expense form fields
Customize category recognition for fast scan
How to configure expense rules
How to set up bank accounts in Expensya
How to manage mileage expenses in Expensya?
Change my offer
How to export all company’s expense reports
How to deactivate compensation for mileage expenses?
Difference between global admin and restricted admin
Grant or receive an access delegation on Expensya
Add a lump sum - The German perdiem
How to enter mileage expense with a professional vehicle
An invoice's statuses
Customize mileage expenses rates
Custom Fields - The Basics
Additional receipt compliance check
Custom select list field
Category accounting data by Group
Import of bank statements by the Administrator
How to set up a mileage rate by period?
Understand the parameters for calculating mileage expenses
Password management by the administrator
Custom fields: linking to an expense rule
Identification of the @expensya domain
First use - Expert Portal
Frequently asked questions and announcements
Archiving with probative value by country
Legal archiving in Spain
How can clients recover data following archiving?
How to calculate mileage charges according to URSSAF scale?
Does the mileage scale apply to electric vehicles?
How to view reports and invoices in calendar mode?
How to collect my invoices from different merchant sites?
What does "to validate" mean?
How to use Expensya’s fast scan?
Understanding my mileage compensation.
How do I update my payment method ?
Manager or accountant can’t see a report
Can I pay in the currency of my choice?
Is reimbursement made through Expensya?
How to refer a contact?
How to modify invoices of other employees in Expensya
Calculating mileage expenses by applying the principle of compensation - case study
E-mail notifications sent by Expensya
Integrations and API
Standard Cegid Export
How to activate accounting export formats?
Standard SAP Export
Connect to QuickBooks from Expensya
How to configure the Expensya-QuickBooks integration?
How do I send my invoices from Expensya to QuickBooks?
Associate a bank account with non-reimbursable expenses
How to see the data exported on Quickbooks?
How to activate payment exports
How to use Expensya's OCR + APIs?
How to use Expensya Partner's public APIs?
How to use Expensya's public APIs?
How to use public APIs to retrieve Expensya customer data as a VAT recovery partner?
How to integrate Uber to Expensya
Subscription and Billing
Updated by Mohamed Dhifallah
You have filed two identical mileage claims but they have different reimbursement values?
This is what we will explain here:
First of all, you should be familiar with the principle of compensation. This applies in two cases:
- Your company changed its reimbursement rate for mileage during the year.
- You've moved from one repayment tier to another.
In both of the above situations, Expensya's system will compare the total amount you have been reimbursed under the old rate since the beginning of the year with what you are currently owed;
- If the balance is 0€, you will be reimbursed according to the new rate. There is no adjustment to be made.
- In case of overpayment or underpayment, the system will have to intervene to regulate the reimbursement rate and readjust the balance as soon as possible.
The URSSAF sets the reimbursement rate according to the annual distance covered by your vehicle (<5,000 km, between 5,000 and 20,000 km and >20,000 km).
Expensya takes into consideration the distance declared outside Expensya during the current year, and considers that it has been duly reimbursed by your employer.
When this value, added to the total sum of mileage expenses entered in Expensya during the current year, exceeds 5000 km (first level of reimbursement), you move to the second level.
All mileage expenses since the beginning of the year should be reimbursed according to this formula, but since you have already been reimbursed, Expensya will calculate the total value that is due and readjust on future mileage expenses.
Expensya will temporarily modify the reimbursement rate of the next declared mileage expenses to compensate for the over or underpayment.
For more details, you will find here "Understand the parameters for calculating mileage expenses"
To better understand the calculation of mileage expenses with the application of compensation, consult the following article: Calculating mileage expenses by applying the principle of compensation - case study