🌐 Web | 👤 Yokoy admin with Company settings and Expense rules permissions
Yokoy can generate a report of taxable amounts of expenses subject to tax. The taxable amounts are broken down by employee so that it can be processed by a third-party payroll system.
To calculate taxable amounts of expenses for each participant, you need to:
Enable taxable amount calculation for tax on company benefits.
Set up a tax rule to determine taxable amounts.
Enable taxable amount calculation for expenses
🏢 Professional and Enterprise plan
This feature is only for customers with Professional and Enterprise plans.
By default, this feature is disabled for all companies. You need to activate expense rules to be able to set up a tax rule:
Go to Admin > Company settings.
In Compliance, select Enable expense rules.
Click Save.
To generate the CSV report containing taxable amount of expenses that finance users can download in Finance > Export log and import in a payroll system:
Go to Admin > Company settings.
In Data export and ERP configuration, select Enable CSV report of expense amounts subject to income tax.
Click Save.
💡 Tip
Currently this information cannot be exported directly to a third party system via a specific integration. However, you can build your own integration, since all taxable amounts, participants, and tax rules are returned in the Yokoy API for the expense (see incomeTaxableAmounts).
Set up a tax rule for calculating taxable amounts
A tax rule determines the threshold over which receipt and receiptless expenses are considered to be taxable. Once created and activated, a tax rule cannot be modified. It can only be made inactive. If you need to change the configuration of a tax rule, you must mark it as inactive and create a new one.
Tax rules are configured in the Tax rules tab in Admin > Expense rules. The table displays all tax rules that have been set up for the company, in active, inactive, and draft status.
To set up a tax rule:
Go to Admin > Expense rules.
In the Tax rules tab, click + Add tax rule.
Enter the tax rule configuration as required.
Click Save to keep the changes but not activate the rule, or Activate to apply the rule to all exported expenses from that moment (depending on the start/end dates).
Tax rule configuration
Field | Required |
|
Name | Required | Name of the tax on company benefits rule. |
Payroll code | Required | External reference that is used to identify the tax rule in the external payroll system. |
ID | N/A | Yokoy unique ID of the tax rule. This ID is automatically generated. |
Start date | Required | Date from which the tax rule should be used for calculation. This date can be set retroactively, however, it will only affect expenses that are exported on or after the date the tax rule is activated. Previous expenses will be considered in the calculation but the taxable amount for these expenses will not be calculated. |
End date | Required | Date to which the tax rule should be used for calculation. |
Category | Required | Category or categories to which the tax rule applies. Any expenses submitted to the categories selected will be contemplated for taxable amount calculation according to the threshold. |
Country | Required | Expense country or countries where the tax rule applies. If expenses are from a country not on this list, but submitted to the applicable category, they will be excluded from the taxable amount calculation. |
Currency | N/A | Currency of the expense. Determined by the company currency. |
Threshold | Required | Amount over which expenses are considered as subject to tax. |
Aggregation period | Required | Indicates the period over which expense amounts are aggregated. You can select:
For example, if you select quarterly, Yokoy aggregates expenses over the course of the months of January to March, and any expenses in excess of the threshold will be subject to tax. However, any expenses exported on 1 April will be contemplated in the next period. |
Total amount is taxable if threshold per participant is breached | Optional | If the aggregation period is per expense, determines whether the entire expense is taxable if the threshold is exceeded or whether only the proportional part of the expense that exceeds the threshold is taxable. See Threshold for taxable amounts on individual expenses. |
Description | Optional | Description of the tax rule. |
View taxable amount breakdown in expenses
Finance users can view a breakdown of all taxable amounts by tax rule and participant in the expense.
Generate taxable amounts report for payroll
Yokoy automatically generates a report that can be imported into third-party payroll systems that allows businesses to process the taxable amounts and calculate the tax to be applied to employees' payslips.
🚧 Caution
This report contains all taxable amounts calculated for all expenses included in the export job. It is your company's responsibility to determine which of the tax rules should apply and which taxable amount must be taken into account when calculating the tax on company benefits to avoid double taxation
The CSV report can be accessed from Finance > Export log. The file is named bik_payroll.
An export file is generated for each export job. In other words, if multiple expenses are exported in a single job, the file contains multiple rows for all internal participants in all expenses included in the job.
The export file contains these columns:
Column | Description |
| Yokoy unique ID of the expense subject to income tax. |
| Date on which the expense occurred. Expressed in YYYY-MM-DD format. |
| Date on which the expense was posted in the accounting system. Expressed in YYYY-MM-DD format. |
| Yokoy unique ID of the tax rule by which the taxable amount was calculated. |
| Name of the tax rule. |
| External code used to identify the applicable tax rule in the payroll system. |
| Yokoy unique ID of the category where the tax rule was applicable. |
| Yokoy unique ID of the employee. |
| First name of the internal participant. |
| Last name of the internal participant. |
| Email address of the internal participant. |
| Employee account (ERP) of the internal participant as determined in the user profile. |
| Taxable amount of the expense that is subject to tax. |
| Currency in which the taxable amount is expressed. |
| Lists all previous expenses contemplated in the taxable amount calculation for transparency purposes. Expenses are separated using the pipe (|) symbol. For each expense, it contains the ID and the previously exported taxable amount for that expense. |
View taxable amounts in the Yokoy API
As an alternative to the CSV report, you can query the Yokoy API to retrieve the taxable amount for each expense. Taxable amounts are returned in the incomeTaxableAmounts object in the response from the Expense endpoint. It lists the tax rule(s) used in calculating the taxable amount, the category, the participant, the taxable amount per participant, and any aggregated expenses for transparency (i.e. previously exported expenses with the total amount per participant and the taxable amount).
{
...
"incomeTaxableAmounts": [
{
"aggregatedExpenses": [
{
"amount": 200,
"expenseId": "9L7rovNzNhTCsJSTkbfq",
"incomeTaxableAmount": 100
},
{
"amount": 50,
"expenseId": "4VrKKvgzVr",
"incomeTaxableAmount": 50
}
],
"categoryId": "Eg4KzzqxpWvjqHE2H7mH",
"currency": "EUR",
"incomeTaxRuleId": "8472f8a3-794f-43fa-a886-c3082a74b441",
"incomeTaxableAmount": 150,
"userId": "9L7rovNzNhTCsJSTkbfq"
}
]
...
}