# Expense reports

Context: 

Sales employees often travel for work, so Gaule Thierry creates expense reports to be reimbursed for these professional expenses during his stay at the TOP Hotel. Even those who use personal cars do the same. They fill in all the information about the car with supporting documents if necessary.

And the manager approves the expense.

## Implementation in SIMAX 

### Create expense report

From **HR > Expense Report**, and **\[\[New]].**

<figure><img src="/files/FHzvMRRBVxteh1gNOJu4" alt=""><figcaption></figcaption></figure>

Thus, the **“Amount including tax”** is the sum of the amounts in the expense report lines.

The **amount to be refund** is the total amount minus the expenses incurred on the company vehicle.

Before refunding the employee, the expense report must be approved by the manager.

The **Refund** box will be checked automatically when an expense report refund is created in SIMAX.

The **approved** box must be checked by the manager who verifies the accuracy of the expense report and will also enter the date of approval.

### Car allowances

If the employee uses their own vehicle for travel, they must keep a record of mileage and choose their mileage coefficient based on the horsepower of their vehicle as indicated on their vehicle registration document. The mileage allowance will be calculated automatically based on the total mileage and a mileage scale.

In SIMAX, this must be entered under mileage. The **“Mileage”** section will then appear. Fill in the departure address, the arrival address, the number of kilometers traveled in the **“Mileage”** field, the use of the vehicle, and the vehicle's horsepower, which is indicated on the registration card.

<figure><img src="/files/55IwX57ZZWJWEbJRv7Se" alt=""><figcaption></figcaption></figure>


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