In order to view the various movements of funds linked to the mobility program, you have 3 options which correspond to different needs:
👉 Download transaction history
You can find the movements made on your account, directly from your admin area, by clicking Details → next to the amount of your kitty. You can then click on Download CSV.
Here's what you can find out:
- Company account loading: A transfer to top up your kitty
- Beneficiary loading: The crediting of an employee when an order is placed
- Decommission: The user's departure, so that the funds are returned to the kitty
- Beneficiary refund: Transfer to the user's personal Swile account
- Withdrawal of funds from the company account: Transfer to an IBAN (that of an employee or the company)
- Reimbursement on invoice: the user submits a reimbursement request, which is accepted (because the funds are available), but the user's profile is being validated, and the funds are ‘on hold’ until the profile is released. They will then be stored in your kitty until the person's profile is validated.
When the profile is validated, you will see a notice indicating that the funds have been withdrawn from the kitty or that the beneficiary has been reimbursed. - Expired vouchers: Expired vouchers that have not been spent by the user before 31/12.
- Available balance: Balance available for your next mobility orders on the date indicated (does not take into account the amount distributed to your employees that has not yet been spent).
👉 Export employee expenses
This function will allow you to export, via a CSV file, all the expenses incurred by your employees in relation to mobility.
You will be able to extract data based on a given period. This could be particularly useful for your management, as URSSAF requires that mobility expenses be paid out every month. To export :
- Go to the Export section
- Select Employee expenses
- Click on a start date directly in the calendar, then click on an end date to obtain the consumption statistics for your beneficiaries according to the desired period.
- Click on Download
- You will find your document directly in your downloads.
👀 What data can I retrieve?
The functionality allows you to download a summary CSV file containing:
- 👤 Employee surname
- 👤 Employee first name
- 👤 Employee email address
- 👤 Staff number (optional)
- 💸 The total amount spent over the chosen period (FMD + Transport pass)
- 💸 Details of the amount spent on FMD over the chosen period
- 💸 Details of the amount spent on public transport passes over the chosen period
- 💸 The total amount spent over the calendar year (aggregate of the FMD spent over one year + the Public Transport Subscription spent over one year)
- 💸 Details of the amount of TDF spent over the calendar year
- 💸 Details of the amount spent on public transport season tickets over the calendar year
🧐 Example
Your beneficiary spent €25 on FMD and then €20 on a Public Transport Season Ticket in April 2022.
If you select the period from 01/03/2022 to 31/03/2022, you will see :
- An expense of €0 for the employee for the period selected, in the first 3 columns, because you selected the month of March, and your employee only spent from April onwards.
- The total amount spent over the calendar year, i.e. €45, as this includes all expenditure for 2022, including FMD and public transport season tickets.
- The details, €25 in FMD and €20 in public transport season tickets.
👉 Download a mobility account statement
This statement gives you the actual balance and transactions on your company account to help you close your accounts. To export it :
- Go to the Export section
- Select Mobility account statement
- You can then choose the year you are interested in
- Then click on Download PDF
👀 What data can I retrieve?
The functionality allows you to download a summary PDF file including:
- The balance at the start of the period: the amount distributed to your employees that has not yet been spent, as well as the balance available in your kitty on the date indicated.
- Charges to your mobility account: these are transfers made by your company to your mobility account.
- Expenditure: this concerns a transfer made to reimburse an employee on their bank account, or a transfer made by our services from your kitty to your company's bank account.
- End-of-period balance: this gives you the account balance at the end of the period, which will be useful for your accounts closing. This is the actual balance of your company account, i.e. the amount distributed to your employees that has not yet been spent, as well as the balance available in your pot on the date indicated.