This article is for administrators of the Swile mobility product. From the Exports tab in your mobility area, you can generate several exports to suit your management needs: detailed spending by beneficiary, use of the home-to-work travel benefit, and your mobility account history.
💸 How do I export detailed mobility spending by beneficiary?
The "Detailed spending by beneficiary" export lets you download, in CSV format, all mobility expenses made by your employees over a selected period. This makes your management easier: URSSAF requires that mobility expenses are processed in payroll every month.
- Step 1: Go to the Exports section of your Swile mobility area.
- Step 2: Click on Detailed spending by beneficiary (CSV format).
- Step 3: Click on a start date in the calendar, then an end date to set your desired period.
- Step 4: Click Export and find the document in your downloads.
💡 Tip for your payroll declarations
For your Swile mobility expense payroll declarations, use the total amount for the period for each of these two categories: FMD for the period and Public transport for the period.
What data can I retrieve?
The Swile mobility spending detail CSV file contains the following columns:
- 👤 Employee surname
- 👤 Employee first name
- 👤 Employee email
- 👤 Employee payroll number (optional)
- 📅 Employee programme exit date (if applicable)
- 📅 Calendar year of the mobility fund used
- 💸 Total amount spent during the selected period (FMD + Transport subscription + Electric charging + Petrol + Vehicle energy + Cycle mileage allowance)
- 💸 Breakdown of FMD spending during the selected period
- 💸 Breakdown of public transport subscription spending during the selected period
- 💸 Breakdown of electric charging spending during the selected period
- 💸 Breakdown of petrol spending during the selected period
- 💸 Breakdown of vehicle energy spending during the selected period
- 💸 Breakdown of cycle mileage allowance spending during the selected period
- 💸 Total amount spent during the calendar year (sum of all categories spent during the year)
- 💸 Breakdown of FMD spending during the calendar year
- 💸 Breakdown of public transport subscription spending during the calendar year
- 💸 Breakdown of electric charging spending during the calendar year
- 💸 Breakdown of petrol spending during the calendar year
- 💸 Breakdown of vehicle energy spending during the calendar year
- 💸 Breakdown of cycle mileage allowance spending during the calendar year
💡 The Vehicle Energy column
In the Swile mobility export, the Vehicle Energy column groups together expenses made at stations that accept both fuel and electric networks, when the exact category of the expense cannot be determined.
A concrete example
Your beneficiary spent €25 on FMD and then €20 on a public transport subscription in April 2022. If you select the period from 01/03/2022 to 31/03/2022, you will see:
- A spend of €0 for this employee in the "for the period" columns: you selected March, but the employee only spent from April onwards.
- A total amount of €45 for the calendar year, as this total includes all expenses for 2022, across all categories.
📒 How do I export the use of the home-to-work travel benefit by beneficiary?
The "Use of the home-to-work travel benefit by beneficiary" export lets you view, by employee and over a selected period, the amounts credited, spent, decommissioned and expired from the Swile mobility programme.
- Step 1: Go to the Exports section of your Swile mobility area.
- Step 2: Click on Use of the home-to-work travel benefit by beneficiary.
- Step 3: Click on a start date in the calendar, then an end date to set your desired period.
- Step 4: Click Export and find the document in your downloads.
What data can I retrieve?
The Swile home-to-work travel benefit CSV file contains the following columns:
- 👤 Employee surname
- 👤 Employee first name
- 👤 Employee email
- 👤 Employee payroll number (optional)
- 📅 Employee programme exit date (if applicable)
- 📅 Breakdown of amount credited (Issued) during the selected period
- 💸 Breakdown of amount spent by the employee during the selected period
- 💸 Breakdown of amount decommissioned (taken back by the company, especially during offboarding) during the selected period
- 💸 Breakdown of unused balance (amount expired) during the selected period
💡 Understanding the Decommission and Unused Balance columns
In the Swile home-to-work travel export:
- The Decommission column refers to amounts taken back by the company (for example, when an employee leaves), excluding automatic end-of-period expiry.
- The Unused balance column refers to the amount that expired without being spent during the selected period.
📆 How do I export the history of my Swile mobility account?
In the exports section of your mobility area, the Account tracking box gives you two export formats:
- Transaction history, in CSV format.
- Mobility account statement, in PDF format.
The CSV export shows the full history of your Swile mobility account since it was created. Unlike other exports, you do not need to select a period. It details every transaction one by one, which make up the summary available in PDF format.
The PDF shows the totals by category for the year, while the CSV lets you find and check each transaction individually if needed.
What data can I retrieve?
The Swile mobility account history CSV file details the following transactions:
- Company account top-up: a transfer to top up your fund.
- Card spend: the employee made a payment with their Swile card. Funds are debited immediately.
- Card cancellation: a card payment was cancelled; funds are immediately re-credited to the employee.
- Expense linked to a reimbursement request: the employee submitted an approved reimbursement request; the corresponding funds are debited from the fund.
- Withdrawal from company account: transfer to an IBAN (either an employee's or the company's).
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