📥 For each type of expense report, an Excel template is available at the end of this article (to be completed, saved as a PDF, and submitted in your expenses).
✈️ Per diem: travel expenses abroad
When you go on a business trip, pay for your meals, taxis, local transport, etc. with your private account (and do not send the receipts to your accounting).
Flights, trains, and hotels can be paid by the company (invoices to be submitted in your expenses).
🧾 Create a "per diem" expense report at the end of your trip (or once per quarter if you prefer to group them).
More details:
Home electric charging expenses
Do you have an electric car in your company? If you charge it at home, you can get reimbursed for the charges.
🔌 Steps to follow:
Calculate the kWh consumed for the car (via your charging station or app).
Multiply by the official CREG rate.
Create an expense report dedicated to these charges.
📅 To be done every month or quarter, as suits you.
More details:
🚗 Mileage allowance: business trips with your personal car
Don't have a car in your company, but use your personal car for business trips (excluding home - workplace)? Your company can reimburse these trips via a flat-rate mileage allowance.
🧾 To get reimbursed: create a "mileage allowance" expense report each month or each quarter:
Detail your trips day by day.
Mention the number of kilometers traveled, the type of fuel, and the vehicle's CO₂ emission rate.
📆 Current rate (until 06/30/2026): 0.4449 €/km
📌 Cap: 24,000 km/year, to be justified.
More details:
🚴♂️ Bicycle allowance
As a manager, if you use a bicycle for your home ↔ work commutes, you can benefit from a tax-exempt and social contribution-exempt mileage allowance.
🧾 To get reimbursed: create a "bicycle allowance" expense report each month or each quarter.
💶 Amount from 01/01/2025: 0.36 € per km
📅 Annual cap: up to 3,610 €, or about 10,028 km at this rate
💼 Exempt if you opt for flat-rate expenses at the PIT, otherwise taxable
🏢 Can be combined with a company bicycle.
🧾 Other expenses paid with your private account
For all other types of expenses (equipment, software, restaurants, etc.):
📸 Keep the receipt or invoice.
📤 Upload the proof in your expenses on the app.
💳 Indicate that you paid with your private account when submitting (the amount will be transferred to your director's current account - your accountant will handle it at the end of the quarter).
💰 Once your director's current account is in credit, you can reimburse yourself.
💡 Avoid as much as possible paying for professional expenses not included in an expense report with your private account.
🧭 In summary
🗂️ Type of expense | 📋 Expense report | ⏰ Recommended frequency | ℹ️ Specifics |
✈️ Per diem | ✅ | End of trip or quarterly | No receipt needed if flat-rate |
⚡ Electric charging | ✅ | Monthly or quarterly | Calculate kWh × CREG rate |
🚗 Mileage allowance | ✅ | Monthly or quarterly | 0.4449 €/km, max 24,000 km/year |
🚴♂️ Bicycle allowance | ✅ | Monthly or quarterly | 0.36 €/km, max 10,028 km/year |
🧾 Other expenses | ❌ (expense with proof) | As they occur | Invoice or receipt required |