In this menu group you will find all information relating to the employee's travel and cost overviews. This section requires the modules Revenues & Costs as well as Travel expense management.
Receipts report
Under Employees > Administration > [Employee name] > Travel and expenses > Receipts report (for one employee) or under Employees > Reports > Travel and expenses > Receipts report (for all employees) you can display your project times with a total number of hours for any period of time. As a user you only see your own project times in this evaluation, as an administrator or controller you can specify the employee (with the Departments, Branches & Locations module you have to select a department beforehand). As an administrator you also have the option of changing project times and entering more later.
When using the Departments, Branches & Locations module, the defined department heads can specify employees from the departments assigned to them. Department heads also have the option of changing their employees' project times and entering additional ones.
Meals
The meal report lists all meals (breakfast, lunch and dinner) that have been booked by an employee in ZEP in a specific period. You can find the report for yourself at
Reports > My reports
Administrators, department heads and controllers also have this report under
Reports > Employees > Meals
Set a time period and, if necessary, select a department, employee category or employee.
In the output, one line is shown for each employee with the respective number of meals (breakfast, lunch and dinner). There is also a total line below. No amounts are shown (these depend on the amounts stored for the locations). Sorting is done by date or employee.
Travel
Every employee has an evaluation of their trips under Reports > My reports . An administrator (or department head) also has this evaluation under Employees > Administration > [Employee name] > Travel and costs > Travel for a selected employee or under Employees > Reports > Travel and costs > Travel for all employees (or their own department).
Select an evaluation period, the employee(s) and the location(s). You can optionally set whether warnings should be displayed due to incomplete data entry.
For example, if you want to evaluate all foreign locations and you have a lot of foreign locations and a few domestic locations: click on all and all locations will be displayed. Then delete the locations you don't need.
For the set period, all trips (for the selected location(s) are listed with the start and end date, the number of days and the corresponding place of work. The analysis can also be exported as a CSV.
If the display of warnings is activated, you can switch directly to the project times of the corresponding employee by clicking on the warning and correct any incorrect entries if necessary.
Price overview
Under Employees > Administration > [Employee name] > Travel and expenses > Price overview (for individual employees), under Projects > Administration > [Project name] > Reports > Price overview (for individual projects) and under Projects > Reports > General > Price overview (for all projects), you can see which price groups, hourly and daily rates are assigned to each project/task.
Specify a time period and, if necessary, select a project status. You can preselect a customer and specify one or more projects and the desired employees.
In the results table, each project employee is shown with their assigned price group for each assignment period by project. The price table (base, customer or project price table) and the corresponding validity period are specified. If there are specific process assignments with price groups that differ (from the project), these are also listed for each employee. All applicable hourly and daily rates are listed. If there are special activities or price factors in the corresponding price table, these are also listed and the resulting hourly rate is displayed accordingly.
Cost accounting
In the expense report menu of a selected employee, you will receive an overview of their (travel) expense reports for the selected period. You can also save the expense reports as "checked".
Both unaudited and audited cost statements are displayed.
The period in the cost statement saved as "checked" is now locked! No more changes can be made to time bookings and receipts.
You can select the currency in which the cost statement should be displayed. You can also select the following settings:
Deadline check for tax-free use of additional meal expenses: It is checked whether the employee has regularly booked more than two days per week for the same place of work and the same project over a period of more than three months.
Time bookings that ZEP shows with this check could exceed the tax-free period. Check these times and, if necessary, rebook them to a location with the feature "Other travel, e.g. work away from home for longer than 3 months. Flat rates are generally not tax-free."
To make these transfers easier for you, you can also transfer time bookings to another work location under Employee Evaluations: Project Time Evaluation or Project Evaluations: Project Time Evaluation.
Checkbox in the table of additional meal expenses:
Show comment of the first project time of the day:
For shorter trips, the comment for the outbound and return trip booking is displayed. For trips lasting several days, the comment for the first time booking of the day is displayed in the expense report for days without a trip booking. Activate this checkbox to suppress the comment in the expense report.
Checkbox Show explanations for subsistence costs, e.g. application of the midnight rule, arrival/departure without minimum absence:
If the display of warnings is activated, you can click on the warning to switch to the project times of the corresponding employee and correct incorrect entries.
Checkbox Show warning if data entry is incomplete
Audited cost statements
If there are cost statements saved as verified in the selected period, they are listed in the "Verified cost statements" table:
The tax-free and taxable subsistence costs are listed on each line before and after meal deductions. The kilometers driven, the kilometers driven in a private vehicle and the tax-free or taxable reimbursement amount are listed, as well as the receipts (total, reimbursement, VAT, both gross and net). Finally, advance payments made and amounts not paid out are listed.
If "PDF" is specified as the format for the cost statement, a second combined cost statement with receipt files is always offered as a download file when creating a verified cost statement:
audited cost accounting
verified cost accounting with receipt files (as one document)
If another format is selected, the audited cost statement will be available for download in the corresponding format. You can also download the receipt files and view them in the preview.
Unaudited cost statements
Header:
The overview shows the total amount to be reimbursed, both gross and net. If applicable, payments already made for the set period (entries in the payment documentation) are also listed, along with the corresponding new amount to be paid out.
You can save the unchecked expense report as checked and you can generate an advance payment for the amount to be reimbursed. An advance payment is a payment for an expense report that has not yet been checked,
Table of additional meal expenses:
For each day worked outside the standard place of work, a subsistence costs is calculated depending on the location and the time of absence.
Only displayed if the administrator has specified the appropriate country setting under the menu item Administration > Settings > Travel expenses for "Calculation method for additional meal expenses".
If in the settings: “Show project column in the subsistence costs table of the cost accounting” is set to Yes, the project for which the subsistence costs were incurred will be displayed.
In the German calculation method of the subsistence costs, the statutory flat rates for breakfast or lunch/dinner are deducted when meals are specified (see Project Times table).
The % deduction always refers to the flat rate for 24 hours, even if the employee was absent for less than 24 hours. If the deduction for meals is higher than the flat rate to be paid out for the subsistence costs, this amount is displayed but only deducted to the amount of the subsistence costs incurred. (In this case, the employee receives 0 euros reimbursement for this day).
The Austrian calculation method is the same for the daily allowance, except in places where the collective agreement applies; here the deduction for meals refers to the "aliquot daily allowance", i.e. the portion of the daily allowance that is calculated based on the time of absence.
Table of receipts:
All receipts recorded by the employee are listed. The amounts to be reimbursed to the employee for privately paid invoices are calculated. If invoices were paid with the company credit card that included a private portion, these receipts are also listed and the amounts deducted. The total of receipts per VAT rate is listed individually, as is the total of receipts by receipt type.
Mileage allowance:
For journeys in a private vehicle, a (reimbursement) amount is calculated: a flat rate is reimbursed for each km driven. For the sake of completeness, all journeys in a company vehicle are also listed, of course without mileage reimbursement.
To make administration simple and clear, there are the following fields for handwritten entries and signatures: department/cost center, signature, approved/checked and received/transferred.
To save an unaudited expense report, click the Save as audited button.
The printed and signed cost statement serves as proof for the tax office.
Information on the legal provisions can be found in the documents of the Federal Ministry of Finance:
Payout documentation
The payment documentation is taken into account in the cost accounting Reports > Employees > Cost accounting and Employees > [Employee name] > Cost accounting . When working with the freelancer feature, the credit notes are also taken into account.
Enter all amounts you pay an employee for a period here.
Amounts generated as prepayments in an employee's expense report are listed here.
Each individual amount will be shown on the employee's unaudited expense report with the date of payment and the corresponding period.
If the expense report is saved as verified , the amount paid out is listed in the "Prepayments" column. If this prepaid amount is less than the amount to be reimbursed, ZEP shows the difference in the "Not yet paid out" column.
You can then simply pay out the "remaining amount" in the table of verified cost statements by clicking on . This generates an entry in the payment documentation for the amount "not yet paid out".
Payments that are saved as verified in an expense report can no longer be changed or deleted. (To do this, first delete the verified expense report).
As an administrator, you can change the payment documentation at any time. For example, you can add comments, delete payments (exceptions see above), add further payments (e.g. an advance).
Multiple payouts can be entered for the same period.
Meal history
In the Meals History submenu item, you can view the history of the employee's meals. This menu item is only visible if you have activated the setting " Record changes to employee data" in Administration > Settings > Change history.
You can restrict the results list by selecting one or more actions (create, change, delete).
