With the introduction of compulsory electronic invoicing,
the management of expense reports for employees on the road has also changed.
It is therefore necessary to make use of innovative software platforms that
allow an automated and controlled process from the generation of expenditure
(and therefore of cost) to accounting and liquidation. Only in this way can VAT
recoveries become extremely advantageous for the company.
What changes in the
employee expense report
Everyone knows the classic procedure for managing employee
expense reports. Once away, they always collected receipts, tax receipts and
invoices, to be presented on return to the employer - as proof of the expenses
incurred - to receive a refund. With electronic invoicing, however, this method
can go to the attic, to pave the way for the possibility of digitizing the
entire process and automating
VAT recovery without necessarily proceeding with the old manual
administrative methodology.
To deduct the VAT of the expenses shown in the expense
report - especially for food and lodging - it is necessary to leave receipts
and tax receipts behind, to go to the electronic invoice. The same employee on
the road must therefore request the electronic invoice, correctly registered to
the company for which he works.
What are the
consequences of this small revolution?
First of all, companies must equip themselves with tools to
better manage the travel and expense report management process that can support
a digital process also for the documentary part. Secondly, it should not be
forgotten that this new opportunity has allowed companies to request electronic
invoicing also from many suppliers who, before today, issued almost exclusively
receipts - it is not at all rare, in fact, to find in the expense reports not
only the costs incurred at hotels and restaurants, but also those relating to
bars .
Thanks to electronic invoicing, once the necessary
procedures have been started and employees trained , it is therefore possible
to simplify the management of travel expense reports. In fact, the company sees
electronic invoices relating to expenses incurred by employees at suppliers
that are completely occasional delivered directly to the Exchange System.
The employee's
precautions
But how should the employee do to facilitate the management
of expense reports? For companies that have not yet adopted travel management
software platforms , it is always advisable to note the reference of the
electronic invoice issued or, if necessary, to be issued by the operator a
courtesy copy of the same, which as is known will have no tax value.
In the event that, for the most varied reasons, it is not
possible to receive the courtesy copy of the invoice - the issue of which is
obviously not mandatory - the employee on the road should opt for a traceable
form of payment.
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