Managing Organization Settings for Expenses and Travel Allowances
This article explains how to configure organization-wide settings for expenses and travel allowances in Candis to ensure employees can submit with the right rates for your company.
Requirements
You have admin rights in your organization.
Settings always apply organization-wide.
Individual exceptions per employee are not possible.
Step-by-Step Guide
1. Enable or Disable Per Diem Meal Allowance
Open the organization settings for expenses and travel allowances.
Enable or disable the per diem meal allowance section.
Choose the legal basis:
German Income Tax Act (EStG)
Federal Travel Expenses Act (BRKG)
Note:
If you disable per diem allowances, employees will no longer be able to submit these types of expenses. The section will disappear entirely from both the web and mobile app.
Tip:
Click on “Show Rates” to see all valid allowances per country and to compare EStG and BRKG. The key difference lies in international allowances.
2. Override Domestic Per Diem Rates
Enable the option to override domestic rates.
Set your own values, e.g.:
Full-day rate
Arrival/departure day
Overnight allowance
Example:
Instead of the standard full-day rate of €28, you can set a custom rate of €43 for Germany.
Note:
This feature applies only to domestic (German) travel.
International rates cannot be overridden at this time.
Reductions (e.g. for arrival/departure days) are automatically calculated based on your full-day rate.
3. Use Special Rules for Per Diem Allowances
Depending on the selected legal basis, additional options may be available:
Long-Stay Reduction
Typically used under BRKG.
From the 15th full day at the same location, Candis automatically reduces the allowance by 50%.Exclude Overnight Allowances
You can define that overnight allowances are not reimbursed at all across the organization.Exclude Weekends
You can specify that no per diem meals are reimbursed on Saturdays and Sundays.
4. Override Mileage Allowances
Enable the option to override mileage allowances.
Set custom rates per vehicle type, for example:
Car
Motorcycle
Example:
Car: €0.50 per km
Motorcycle: €0.20 per km
Note:
This setting applies to all employees.
Individual mileage rates per person are not supported.
5. Set a Limit for Mileage Reimbursements
Enable Apply mileage limit.
Set a maximum reimbursement amount, e.g. €100.
Save the setting.
Important:
The limit defines the maximum reimbursable amount, regardless of the number of kilometers driven.
6. Understanding the Validity of Changes
Each setting shows the last change date.
New rules apply only to reimbursements created after the change.
Already created trips or expenses will retain the old rules.
Example:
A trip created before a mileage cap was introduced won’t be affected by it.
A similar trip created afterward will be subject to the cap.
Use Cases
A company excludes meal allowances entirely because travel costs are already covered via salary.
An organization increases the German full-day allowance to align with internal travel policies.
A company limits mileage reimbursement to €100 to prevent excessive travel cost claims.