The mileage allowances in Jenji are calculated by default according to the official mileage scale .The scale is updated automatically for you each year following official publication by the tax authorities.
To declare your mileage allowances, the Mileage Expenses PDF Export is valid.
The calculation of mileage allowances in France is quite complex. Indeed, different rates apply depending on the number of kilometres travelled. There are 3 bands:
- Up to 5,000 km
- From 5,001 km to 20,000 km
- More than 20,000 km.
It is easy to calculate the total amount of mileage allowances at the end of a financial year. The number of kilometres travelled in total is known, and so you just have to refer to the relevant band of the official scale.
According to the same principle, the amount of mileage allowances is available in Jenji via the Mileage Expenses PDF Export. The generation of this annual export takes into account the total number of kilometres declared during the year, applying the relevant band: the amount then complies with the official scale.
I would like to declare and have my mileage expenses reimbursed every month
Jenji provides different types of exports in which the mileage expenses and the resulting allowances are detailed (example: Excel export, PDF). Be aware, however, that the amounts indicated are only an estimate in certain cases.
Declare your mileage expenses in the Solo plan
The amount of a mileage expense displayed in the Expenses tab or in a standard export (Excel, summary PDF, detailed PDF) is estimated - it is calculated on the basis of the first band of the official scale (up to 5,000 km), even if 10,000 km has been declared in the account.
In the example below, 10,940 km has been entered, and the amount is estimated at €6,509.30.
Only the annual Mileage Expenses PDF export takes into account the total number of kilometres travelled during the year, showing the actual amount of allowance to be received.
Via the My expenses tab, click on Reports, then Mileage PDF:
You'll get the following document:
The actual amount of the mileage allowance is €4,975.78, unlike the estimate which was €6,509.30. This is explained by the fact that the second band has been applied (from 5,001 km to 20,000 km), in which the allowance is reassessed downwards.
If you wish to declare your mileage expenses each month in order to receive allowance for the actual amount:
- Request a Mileage Expenses PDF Export for the current year.You will then have the details of all your trips with the corresponding actual amount for each of these.
Declare your mileage expenses in Team or Enterprise plan
Just like the Solo plans, the advanced plans can also easily declare their mileage expenses.
The Team and Enterprise plans have an approval process: the approval step changes the state of a mileage expense from Waiting to Accepted. As soon as a mileage expense is in an Accepted state, it is taken into account in the calculation of the final allowance amount.
Example: You have declared 5,001 kilometres and they have been approved. As a result, Jenji automatically assigns you to the second band of the official scale (from 5,001 km to 20,000 km). The next trips that you enter in Jenji will be automatically re-evaluated, so that your total mileage allowance corresponds to the official scale.
In the Team and Enterprise plan, it is possible to process mileage expenses at the same time as the other types of expenses, as long as the latter have been approved. The amount of an Accepted mileage expense is actual, regardless of the type of export in which it appears.
Note: No matter which plan you are in, you also have the option of setting up a fixed rate .