Expense report in the civil service with Notilus InOne

When the employee is on a travel outside his administrative and family residence, he benefits from the reimbursement of his temporary travel expenses. To be reimbursed, the employee must certify the expenses incurred during the trip through an expense report.

The expense report

The employee can generate an expense report directly from his travel order in Notilus. It automatically includes the travel information and feeds the list of expenses of the expense report by showing the details of daily allowances, transportation costs, and other possible expenses. The employee can then attach his or her dematerialized expense payment receipts and send them to the authorizing officer and the accounting officer.

The user can also complete his expense report by declaring additional expenses, such as mileage allowances, public transport costs, etc.

Expenses paid by the administration in the context of a contract with a travel agency are not reimbursed to the employee and do not appear on the expense report. The agency’s transaction record is usually imported into the application to control the invoices in Notilus.

Mileage allowances and expense reports

Notilus allows employees to declare trips made with their vehicles for work or convenience. The user can indicate in his profile the personal vehicle(s) he is likely to use for business travel.

Thanks to the well-defined approval workflow, managers can ensure that they have all the necessary information to compensate for trips made with the vehicle, including tax rating, insurance for business trips, etc. If necessary, they can file the driving permits.

To obtain reimbursement of mileage expenses, the employee then simply declares his trips in his expense reports. The application queries the ViaMichelin or Google Maps APIs to automatically calculate the distances between the specified municipalities, for even faster and error-free expense entry.

When the employee performs the same trips on a recurring basis (social and family intervention employees, domestic helpers, etc.), Notilus’ route management allows them to record complete routes that can be reused regularly without having to re-enter them.

Notilus parameters allow the authorizing officer to define the possible reimbursement modes for mileage allowances. He can choose to be reimbursed based on mileage allowances (in which case tax scales according to the power of the vehicle) or based on the least expensive public transport rate (SNCF mileage scale, first or second class).

Digitization of receipts and the expense report

In 2019, the French social security code will change, authorizing the conservation of paper documents in digital format. The system for paying temporary travel expenses for civil servants is also evolving and allows the transmission of receipts to the authorizing officer in dematerialized form, dematerialization being, in this case, native or duplicative.

The Notilus InOne mobile application, available for iPhone and Android, allows travellers to enter their expenses and scan their receipts during their trip. Thanks to optical character recognition (OCR), information extracted from the pictures of expense receipts is automatically fed into the expense report to which the scanned receipt is attached. Dematerialized invoices received by email can be just as easily forwarded from the web or mobile application.

Once all the expenses have been declared, the employees can send his expense report in the approval workflow. The authorizing officer can thus ensure that no supporting document is missing while the accounting officer easily controls the associated expenses.

When the expense report is liquidated, Notilus offers a probative value archiving of the reports and its supporting documents. The documents are certified and stored for 10 years in an electronic archiving service thanks to our partners CertEurope and Arkhinéo.

References

Decree no. 2006-781 of July 3, 2006, , setting the conditions and procedures for payment of expenses incurred by the temporary travel of civil servants of the State.
Decree No. 2019-139 of February 26, 2019, amending Decree No. 2006-781 of July 3, 2006, setting the conditions and methods of payment of expenses incurred by temporary travel by State civil servants.
Simplification measures relating to the conservation of accounting documents and vouchers by the authorizing officer in local authorities, their groupings, their establishments, and public health establishments.
Order of May 23, 2019: : article L.243-16 of the social security code JORF n°0124 of May 29.