Note
Travel Expenses v 2.0 is available in Europe only and is in Early Access in France. To participate, reach out to your Samsara account representative.
In Europe, drivers are legally entitled to expense reimbursement for lodging and meals if certain rules are met during their shift. Travel Expenses enables organizations to automatically trigger these expenses and manage payouts in a timesheet report, and ensures drivers are paid accurately and on time.
Expenses are triggered through a combination of driver working hours, time, and locations according to a legally-mandated regulatory scheme. Travel expenses can be configured in Expenses (Settings ( ) > Fleet > Expenses).
For more information about travel expenses and how to configure Expenses settings, see the following topics:
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Configure Expense Rules: How to edit or delete default ruleset values.
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Triggering Expenses: How expenses are triggered based on the French ruleset by default (these can be edited, deleted, and replaced with relevant expenses for fleets operating outside of France).
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Manually Edit or Add an Expense: How to add or edit expenses from the Timesheet Report.
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View Expenses: Where to view triggered expenses.
The default ruleset is the French national ruleset, though you can edit or delete individual expense types according to your organization requirements. You must input your primary office address to trigger GPS-based expenses.
Bug fix for Global Map Component styling not activating dark mode properly when theme is set to auto mode
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Bug fix for text overflowing incorrectly in the bottom navigation tab
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Alert details page contains richer context for Inbox entries and surfaces custom text up to 320 characters
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Badging logic for the Inbox now displays unread notifications if either (1) a task is incomplete or (2) an inbox entry is unread
New notification for the new experience changes upon sign-in to help drivers better understand the changes
To configure expense rules, select the pencil icon ( ) on the policy row you'd like to edit. You can also include and exclusions when you configure an expense. To delete a policy select the trash icon (
) on the row of the policy you'd like to remove.
You can also + Add Policy to create new expense types based on custom triggers associated with custom reimbursement amounts.
Added code changes to support future updates to California Meal Break hours of service
Future support for motion-locked driving screen when connected to cellular
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Added changes to support enhancements to Yard Move functionality |
Added code changes to support future updates to motion-locked driving screen |
Added changes to support enhancements to Yard Move functionality |
GPS Triggers |
Exclude if any of the following expenses are triggered |
|---|---|---|---|---|
|
Breakfast |
7.47 |
Start of shift between 10 PM and 5 AM |
N/A |
|
|
Lunch |
13.78 |
If shift overlaps 11:45 AM to 2:15 PM. |
N/A |
|
|
Dinner |
13.78 |
If shift overlaps 6:45 PM to 9:15 PM |
N/A |
|
|
Night meal |
8.26 |
If 4 hours of shift occurs between 10:00 PM and 7:00 AM |
N/A |
|
|
Lodging + Lunch |
44.06 |
Rest period between 2 shifts
|
End of shift location and driver is 30 km from both:
|
|
|
Lodging + Dinner |
44.06 |
Rest period between 2 shifts
|
End of shift location and driver is 30 km from both:
|
|
|
Lodging + 2 meals |
57.84 |
Rest period between 2 shifts
|
End of shift location and driver is 30 km from both:
|
|
|
International travel |
x1.18 (18% premium) |
Added to any of the above expenses |
If any of the above allowance is triggered outside of France |
N/A |
Organization level admins can manually edit, delete, or add expenses from the Timesheet Report.
To edit or delete an automatically triggered expense from the Timesheet Report:
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Select the driver row you'd like to edit an expense for.
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Click the shift where the expense took place to expand the shift details.
If the shift does not appear on the list, check the date selector to make sure the shift took place during the dates range selected.
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Click the expense icon you need to update for the meal or for lodging.
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In the top right corner, select the pencil icon to edit the expense amount, or select the trash icon to delete the expense.
To add an expense from the Timesheet Report:
When an expense is triggered it appears in two places:
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In the Timesheet Report: Individual driver details summarize the total expenses paid out per shift, including expense type, when the expense triggered, and how much the driver is owed.
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In the Expenses Report: Organization-wide details provide an expense summary for the selected time period, trend analysis, and a breakdown of total expenses paid by driver.
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