Understanding the Mileage

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:

  1. Your company changed its reimbursement rate for mileage during the year.
  2. 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.

It is highly likely that the reimbursement rate you will see on the next mileage report will be different from the rate on the chart, this is normal and temporary. Once the balance is readjusted, this rate will be displayed to you!

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 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 to compensate for the over-or-underpayment. 

Therefore, mileage added after the rate change may have a null, lower or higher than normal reimbursement value. However, on an annual basis, the total mileage reimbursement will be accurate.

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