For what purpose?
The option to manage invitations in declared expenses has two main uses:
Provide more supporting documents for a declared expense - and thus allow you to better monitor your teams' expenses.
Link these invitations to deductions of contractual benefits - for example: your employees invited to a restaurant for lunch do not receive a meal voucher that day.
How to deduct a meal advantage based on declared expenses?
I invite you to consult the tutorial dedicated to this subject here!
Set up a expense
You can configure the expenses types that allow invitations to be added from your Administration area. To do 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 "Expenses Types" section.
The "Declare guests" option is available for all expenses.
Once this configuration is done, each expense with the "Declare guests" option declared by one of your managers can be associated with a list of guests.
Declare and validate an expense with guests
Declaration of an expense with guests
When declaring an expense, if the selected expense type has the option "Declare guests", you will find a specific box: "You were not alone?" which allows you to enter guests.
Attention
Only managers can currently declare guests; this option is not available for intranet accounts.
In this box, it is possible to add the resources that benefited from this expense: guests.
These can be entered:
Via a drop-down menu, in order to directly link the resource card to the declared expense
Via free entry
Attention
The drop-down list for guest resources is directly linked to the search rights in the Resources module. If the user does not have search rights for this module, this drop-down list will be empty and they will have to enter their guests manually.
It will then be up to the manager to modify the expense to link it to the correct guests.
Verification and validation of the fee
Within the expense report, your managers can monitor the expenses reported by their teams.
In this view, a column allows you to distinguish between expenses involving guests and others.
If one of your employees declares an expense with guests and this expense is linked to a deduction of contractual benefits, then an alert will indicate if certain points need to be checked, in particular if the guests have been entered in free entry.
Attention
It is mandatory to correctly link the fee with the invited resources if this fee deducts a contractual benefit, otherwise, this invitation will not be taken into account for the payment of benefits.
Monitor invitations
To find the list of all guests declared on expenses, go to your "Activity and Expenses" module then perform a detailed extraction of expenses for the desired period.
Within this extraction, you will find a column dedicated to invitations, and the list of all guests for all expenses.