Configure an Expense
You can configure your expense types from your Administration area. For this, you need Administrator access.
Go to your Legal Agencies area and select your agency. In the "Activities and Expenses" tab, you will find all your expense types in the "Expense types for expense reports" section.
The "Deduct a meal benefit" option is available for all expenses in the "Food" category.
"Food" Expense Types
We recommend creating different expense types in the "Food" category to clearly distinguish those that will deduct a meal benefit from others.
Example: evening restaurant expenses do not necessarily imply a deduction of benefit.
Once this configuration is done, each expense with the "Deduct a meal benefit" option submitted by one of your resources will be counted as an expense that can deduct a benefit.
Manage Invitations
You also have the option to deduct meal benefits for resources indicated as guests on an expense deducting a benefit.
From your Administration > Legal Agencies area, select the "Activities and Expenses" tab, then "Expense types for expense reports"
The "Declare guests" option is available for all expenses.
Once enabled, this option allows your managers to indicate guests when declaring an expense.
If this expense is also marked as deducting a meal benefit, the guests will also be included in this deduction.
Learn More
A dedicated article is available here about managing invitations!
Configure the Benefit Payment Rule
You now need to configure the payment rule for your "Meal" benefit from the ExtractPayroll module.
Click the "Configuration" button above the result table
Prerequisites
Administration > Legal Agencies > HR Data > Benefit Types: have configured HR benefits (meal vouchers, meal baskets...)
Resources > resource card > contract card: have defined, for each resource, the HR benefits they receive.
Projects > project card > delivery card: if necessary, have defined the HR benefits for the resource at the delivery card level.
From the "Benefit Payment Rules" table:
Select the benefits for which you want to define payment rules by clicking "+ Add a row" each time.
If you have several agencies, add as many rows as you have benefits for each of your agencies.
Use the variables at the bottom of your screen to define the calculation formula for each of your benefits.
Here you will find two variables related to expenses:[EXP] = Number of expenses declared in the current month deducting a meal benefit & number of guests in an expense in the current month deducting a meal benefit
[EXP_PREV] = Number of expenses declared in the previous month deducting a meal benefit & number of guests in an expense in the previous month deducting a meal benefit
Example: If you pay meal vouchers for each working day, deducting days with a declared "Meal" type expense, you can use the formula: [PROD_INT_CEIL_PER_DAY] - [EXP]
Don't forget to save!
WARNING!
Be sure to validate your teams' times, expenses, and absences before paying benefits in ExtractPayroll to avoid payment errors.