This article is only relevant if you have been created as an external employee in ZEP.
Under Evaluations > My Evaluations > Credit Notes, you can generate a report of your services (internal remuneration) including your (travel) expense claims for any selected period.
By default, the period is set to:
Before the 15th of a month: the previous month
After the 15th: the current month
Filter Settings
Currency:
You can select the currency in which the credit notes are displayed.
Deadline check for tax-free use of subsistence costs:
ZEP checks whether you have booked time over a period longer than three months, working regularly more than two days per week at the same work location and on the same project.
Time entries that ZEP flags in this check may exceed the tax-free threshold. Please review these entries and, if necessary, rebook them to a location that applies the corresponding taxable per diem allowances.
To make these adjustments easier, you can go to Evaluations > Project Time Evaluation to rebook time entries to another work location
You can optionally specify the following:
Checkbox in the “Subsistence Costs” table: Display comment from the first project time entry of the day
For shorter trips, the comments from the outward and return travel entries are displayed.
For multi-day trips, if there are days without travel entries, the comment from the first time entry of the day is shown in the expense report.
Activate this checkbox to suppress the display of the comment in the expense report.
Checkbox: Display warning for incomplete entries
The report can be exported as a PDF, ODT, DOC, or DOCX file.
Files uploaded in ZEP as attachments (e.g., receipts) can be output as a Receipt Files PDF.
Listing Your Credit Notes
If credit notes have already been created for the selected period, they are displayed in a table:
Each row lists the services provided (internal remuneration), tax-free and taxable subsistence costs, each shown before and after meal deductions.
The total distance traveled, including kilometers driven with a private vehicle, and the tax-free or taxable reimbursement amounts are also shown.
In addition, the table includes information about receipts:“Total Receipts” — all receipts entered by the employee.
“Reimbursable Receipts” — the amount to be reimbursed to the employee for privately paid expenses.
Finally, the table lists any advance payments already made and any outstanding unpaid amounts.
You can download the credit note by clicking the PDF icon.
Click the envelope icon in the last column (“Sent as Email”) to send the credit note to the recipient in the defined format.
Periods Without Credit Notes
For periods where amounts are pending for crediting but no credit note has yet been created, the details are displayed as follows:
Header Section:
The overview shows the total reimbursable amount, both gross and net.
If payments have already been made within the selected period (entries in the payment documentation), these are displayed, and the new amount to be paid out is calculated accordingly.
Services Table:
Each time entry is listed with the following details:
Date
Project
Number of hours
Comment
Amount (calculated as hours × internal hourly rate or the corresponding daily rate).
Subsistence Costs Table
For each day worked away from the standard workplace, subsistence costs are calculated based on the location and the duration of absence.
This table is only displayed if the administrator has configured the corresponding country setting under Administration > Subsistence Costs > Settings > Calculation Method.
If the setting “Show project column in the subsistence cost table of the expense report” is enabled, the project to which the subsistence costs apply will also be shown.
Under the German calculation method, the statutory per diem allowances for breakfast and lunch/dinner are deductedwhen meals are entered (see the project time table).
The percentage deduction is always based on the 24-hour per diem, even if your actual absence was shorter.
If the meal deductions exceed the payable per diem allowance for subsistence costs, the deduction is still displayed, but only up to the amount of the available per diem.
(In this case, you will receive €0 reimbursement for that day.)
Under the Austrian calculation method, the calculation of the daily allowance follows the same logic — except for locations governed by collective agreement rules.
In such cases, the meal deductions are based on the pro rata daily allowance (“aliquote Tagesgeld”), i.e., the portion of the daily allowance corresponding to the duration of absence.
Receipts Table
All receipts you have recorded are listed here.Amounts reimbursable to the employee for privately paid invoices are automatically calculated.
If invoices were paid using a company credit card but included a private portion, those receipts are also listed, and the corresponding private amounts are deducted.
Depending on the administrator’s settings, the total of receipts per VAT rate is displayed separately.
Mileage Allowance
For trips made using a private vehicle, a reimbursement amount is calculated:
A fixed mileage rate is reimbursed per kilometer driven.
All trips made with a company vehicle are also listed — however, no mileage reimbursement is applied in those cases.
If warnings are enabled, you can click on a warning message to jump directly to your project time entries and correct any inaccurate data.
The base data for travel expense accounting (e.g., per diem rates for various locations, vehicle settings, etc.) are maintained by an administrator.