Lanes & Planes offers you the possibility to store organization-specific per diem rates per destination for the current year. Likewise, you can store an organization-specific rate for mileage for the current year.

In this article you will find all the information on how to use the feature.

1) Organization-specific per diem rates
1.1) Deposit of organization-specific per diem rates
1.2) Modification of organization-specific per diem rates
1.3) Creation of an expense receipt with organization-specific per diem rate
1.4) The fields gross amount, gross amount (custom), gross amount (official) and additional payment
1.5) Accounting overview

2) Organization-specific mileage allowance
2.1) Deposit of the organization-specific mileage allowance
2.2) Modification of the organization-specific mileage allowance
2.3) Creation of an expense receipt with organization-specific mileage allowance
2.4) The fields gross amount, gross amount (custom), gross amount (official) and additional payment
2.5) Accounting overview

3) General

3.1) Organization-specific rates and ERP integration
3.2) Activation of the feature "Organization-specific rates"

 

1) Organization-specific per diem rates

1.1) Deposit of organization-specific per diem rates

Org. specific per diem rates can only be deposited by users in the role "administrator".

To do this, go to "Org. specific per diem rates" page in the company account, click on the blue "+" and then enter the appropriate rates. The rates are valid for the current year.

1.2) Modification of organization-specific per diem rates

Please note that org. specific per diem rates can only be modified after all open expense receipts for the corresponding per diem rate have been fully approved or deleted.

As soon as there are no more open per diem receipts for your organization, you can delete the rate again via the red "-" and subsequently enter a new rate.

 

1.3) Creation of an expense receipt with organization-specific per diem rate

As an example, the following org. specific per diem rates are entered for region Germany:

Now an expense receipt is created as usual for per a diem with rate Germany.

Step 1

Step 2

Step 3

1.4) The fields gross amount, gross amount (custom), gross amount (official) and additional payment

Gross amount is the amount that the user wants reimbursed. This field can be manually overwritten by the user. As long as the user does not override this field, the amount in the field Gross Amount is the same as the amount in the field Gross Amount (Custom).

Gross Amount (Custom) shows the amount the system calculates based on the organization-specific per diem rate and after deducting received meals and privately paid overnight stays.

Gross amount (Official) shows the amount the system calculates based on the official per diem rates according to the German Tax Office for employees of German companies and after deduction of received meals and privately paid overnight stays.

Additional payment shows the difference between gross amount and gross amount (Official).

1.5) Accounting overview

The expense receipt for org. specific per diem appears in the accounting records as follows:

Line in Accounting Overview

Uneditable PDF-file for expense receipt

2) Organization-specific mileage allowance

2.1) Deposit of the organization-specific mileage allowance

The rate can only be stored by users in role administrator.

To do this, go to the "Organization-specific mileage allowance" page in the company account and enter the corresponding rate there. 

2.2) Modification of the organization-specific mileage allowance

Please note that the org. specific mileage rate can only be modified after all open expense receipts for mileage have been fully approved or deleted.

Once there are no more open mileage expense receipts for your organization, you can delete the rate and enter a new rate afterwards. The rate is valid for the current year.

2.3) Creation of an expense receipt with organization-specific mileage allowance

Receipt details after receipt creation:

2.4) The fields gross amount, gross amount (custom), gross amount (official) and additional payment

Gross amount is the amount that the user wants reimbursed. This field can be manually overwritten by the user. As long as the user does not override this field, the amount in the field Gross Amount is the same as the amount in the field Gross Amount (Custom).

Gross Amount (Custom) shows the amount the system calculates based on the organization-specific mileage rate.

Gross amount (Official) shows the amount the system calculates based on the official mileage rate according to the German Tax Office.

Additional payment shows the difference between gross amount and gross amount (Official).

2.5) Accounting overview

The org. specific mileage rate appears in the accounting overview as follows:

Line in accounting overview

Uneditable Pdf file for receipt

 

3) General

3.1) Organization-specific rates and ERP integration

The Custom Rates feature can be combined with an ERP integration at Lanes & Planes.

You can also find more information here.

3.2) Activation of the feature "Organization-specific rates"

Please get in touch with your contact person in implementation or account management.