What is the purpose?
The option to manage invitations for your teams in expenses has two main benefits:
Provide more supporting documents for a declared expense - enabling you to better track your teams' spending.
Link these invitations to contractual benefit deductions, - for example: employees invited to a restaurant for lunch do not receive a meal voucher that day.
Deduct contractual benefits based on declared expenses
I invite you to consult the dedicated tutorial on this topic here!
Configure your expenses
You can configure the types of expenses that allow invitations to be added 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 section "Expense types for expense reports".
The "Declare guests" option is available for all your expenses.
Once this configuration is done, each expense with the "Declare guests" option submitted by one of your managers can be linked to a guest list.
Declare and validate an expense with guests
Declaring an expense with guests
When declaring an expense, if the selected expense type has the "Declare guests" option, you will find a specific box: "Were you not alone?" which allows you to enter the guests.
Attention
Only managers can currently declare guests; this option is not available for intranet accounts.
In this section, it is possible to add the resources who benefited from this expense: the guests.
They can be entered:
Via a dropdown menu, to directly link the resource card to the declared expense
Via free input
Attention
The dropdown list of invited resources is directly linked to the search rights of the Resources module.
If the user does not have search rights on this module, the dropdown list will be empty and they will have to enter their guests manually.
It will then be up to their manager to edit the expense to link it to the correct guests.
Expense verification and validation
Within the expense report, your managers can check the expenses declared by their teams.
In this view, a column allows you to distinguish expenses with guests from 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 notify you if certain points need to be checked, especially if the guests are entered manually.
Attention
It is mandatory to properly link the expense with the invited resources if this expense deducts a contractual benefit, otherwise this invitation will not be taken into account for the granting of benefits.
Control invitations
To find the list of all guests declared on expenses, go to your "Activity and Expenses" module and 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.