At Moss we understand that two spend processes are never the same. For this reason, we allow you to customise your reimbursement process in Moss to make sure it meets the requirements and structure of your organisation.
In the sidebar navigation in "Settings" > "Reimbursements", you will find the settings to configure in reimbursements. This view is only available to users with Admin or Accountant roles.
Reimbursement process
These settings are available to customise your reimbursement flow:
Submitters field settings: Configure the accounting attributes you want your submitter when handing in their reimbursements
Review before Approve: Choose the reimbursement flow that best suits your organisation. If this setting is enabled, the Review stage will take place before the Approve stage. Whenever this setting is modified, all reimbursements will be sent back to the first of the two steps, to ensure that all reimbursements go through all the steps of the reimbursement flow.
What is the difference between Review and Approve?
In the Review stage, accountants and administrators are expected to go through the expenses submitted and ensure that all expense details are correct. In addition, if the setting Submitters can fill out accounting details is disabled, admins and accountants should also enter the relevant accounting attributes.
In the Approve stages, normally managers or team leads will check the expenses submitted to make sure that they are work-related and meet the company’s reimbursement policy.
Expense types
Enable and disable expense types to adapt Moss to your company’s reimbursement policy. By default, all expense types (business purchases, mileages and per diems) will be enabled.
When a specific expense type is disabled, submitters will not be able to create new expenses of that type, however, they will be allowed to modify and submit existing expenses to ensure that no existing expenses are left unpaid. If all types are disabled, users will no longer be allowed to create new reimbursements.
Business Expenses: Enable to allow user to claim receipt expenses
Mileage: Enable to allow users to claim mileage reimbursement by entering start and destinations.
Per Diem: Enable to allow users to create trip itineraries and pay employees pre-defined amounts, see: https://app.intercom.com/a/apps/kvadbg23/knowledge-hub/article/10014289
Default Accounting Attributes
In this page it is possible to set default expense accounts for mileage and per diems.
Select the expense type you want to setup as default and save the account.
Mileage
In the mileage setup screen, you can customize the behaviour of the mileage feature.
Round-down distances: For the calculated mileage, only fully driven kilometers will be countes
Mileage rates:
For your mileage rates you can choose between government rates or custom mileage rates you can create on your own .
Government rates:
Moss maintains the government rates for Germany, United Kingdom and Netherlands, updating them automatically every year:
Germany:
Car: 0.30 EUR/KM
Motorcycle: 0.20 EUR/KM
Bicycle: 0.05 EUR/KM
Vehicle | Rate | Commuting Rate* |
Cars | 0.30 EUR | 0.38 EUR < 20 KM, 0.38 EUR > 20 KM |
Motorcycles | 0.24 EUR | 0.38 EUR < 20 KM, 0.38 EUR > 20 KM |
Bikes | 0.05 EUR | 0.38 EUR < 20 KM, 0.38 EUR > 20 KM |
*Calculation done per trip
Netherlands:
Vehicle* | Business Travel Rate | Commuting Rate |
|
0.23 EUR/Km |
0.23 EUR/Km |
*While all the vehicles are reimbursed at the same rate, companies need to report the distance driven per vehicle type and fuel
United Kingdom
Vehicle | First 10.000 km | Above 10.000 km* |
Cars and vans | 45p | 25p |
Motorcycles | 24p | 24p |
Bikes | 20p | 20p |
*Calculation done per tax year
*Moss only supports the mileage rates under the MAP scheme (Mileage allowance payments)
Custom mileage rates:
To add new mileage rates, you can select Add custom mileage rate and enter the rates you'd like to make available to your end-user:
Business travel rate: Rates to pay for business trips
Commuting rate: Rates to pay for commuting trips
Thresholds and amounts: The amount paid for the trip, depends on the accumulated distance driven by this employee. In the above example, if the employee has driven in that tax year > 10.000 km, the rate used will be 0.5 for commuting or business travel
Calculation period: How the distance driven is calculated, either per tax year, or per trip
Set as default mileage rate: Make this rate the default mileage rate for the end-user