Spesenfuchs Support


Expense groups

When are expense groups needed?

In the company, as a matter of principle or for specific users

  • no additional meal expenses paid.
  • paid the double additional meal expenses.
  • a fixed surcharge is paid for each day of travel.

Please note that as soon as more than the statutory additional meal expenses/overnight allowances are paid, the employee must pay tax on the difference to the statutory amount as a lump sum or at his/her personal tax rate. In this case, you can export the data to payroll accounting via existing export interfaces .

The administration of the expense groups takes place via the menu Settings -> Administration -> expense groups.

Basically, it must be defined whether the selection of the expense group is to be made by the data creator for the complete trip or for each individual day. You define this via the assignment . You can change this assignment at a later time. Please note that the change of the setting is not automatically applied to already recorded trips. Call up an already recorded trip and save it again so that the assignment of the expense group is adjusted. In most cases, the assignment per trip is sufficient.

The expense groups

Statutory lump sums

The statutory flat rates are always used when there are no flat rates of their own. This group of scopes cannot be deleted.

Own packages

You can create your own expense groups and customize them to your needs. An own expense group can be deleted if it is not assigned to any person (TEAM version only) and if it was not used in any trip.

Create and edit expense group

Give a expense group a unique name and an abbreviation.


You can create the expense group using a template or customize the values for the flat rates.


You can store different values for the first/last day and the intermediate days . In addition, you can set the amount of the accommodation allowance . This is used when there is no hotel receipt and you are defined as an employee in the settings.

For all three values, you can decide how the flat rate should be calculated:

A fixed amount

A fixed amount is granted. The country does not play a role.

Example: If 20.-€ is deposited for the first/last day and the intermediate days each and 30.-€ for the overnight stay, then the traveler receives the following packages for a 4-day trip

 Meal allowanceOvernight stay flat rate
First day20.-30.-
Intermediate day20.-30.-
Intermediate day20.-30.-
Last day20.- 

A certain amount in addition

A certain amount is granted in addition to the statutory flat rate.

Example: If for the first/last day and the intermediate days 10.-€ each are deposited additionally and for the overnight stay likewise 10.-€ additionally, then the traveler receives the following lump sums with a 4-day journey within Germany

 Meal allowanceOvernight stay flat rate
First day14.- + 10.- = 24.-20.- + 10.- = 30.-
Intermediate day28.- + 10.- = 38.-20.- + 10.- = 30.-
Intermediate day28.- + 10.- = 38.-20.- + 10.- = 30.-
Last day14.- + 10.- = 24.- 

A percentage increase

The flat rate is based on the statutory flat rate and increases/decreases by the deposited percentage.

Example: If double the per diem, i.e. 200%, is to be granted for the first/last day, the intermediate days and for the overnight stay, then the traveler receives the following per diems for a 4-day trip within Germany

 Meal allowanceOvernight stay flat rate
First day14.- x 200% = 28.-20.- x 200% = 40.-
Intermediate day28.- x 200% = 56.-20.- x 200% = 40.-
Intermediate day28.- x 200% = 56.-20.- x 200% = 40.-
Last day14.- x 200% = 28.- 

The table with the additional expenses for meals

If you are in the Statutory Lump Sums expense group, or have selected the Statutory Lump Sums template in an individual expense group, then you can quickly look up the statutory and therefore tax-free values for each country in the table.

On the other hand, the table serves to give you a preview of your individually created flat rate. For example, after you have increased the flat rates on a percentage basis, you can directly see in the table how the increase affects the individual flat rates in the countries.


Assign new users

When you create a new user, he or she automatically receives the reading group and can use it. However, when you create a user, you can also remove the expense group.

Assign to all users

Every user who is currently created in your account and is not locked is assigned to this expense group. A subsequently created user is not automatically assigned this expense group.

Set to Inactive

An inactive expense group remains in the system, but is no longer offered for selection when a new trip is made. In existing trips, the inactive trip group remains stored until the trip is saved again.

Report advertising costs

If lump sums are not or only partially paid by the company, the employee has the option of claiming the lump sums via the income-related expenses in his tax return. For this, Spesenfuchs outputs the relevant values if this option was selected.

If the Show income-related expenses option is selected, the amount that the employee can show as income-related expenses in his tax return is output in the travel expense report. If the expense groups are assigned on the Days level, the income-related expense deduction will only be calculated for the days on which an expense group  has been assigned that  has "Show income-related expenses" enabled. More information


In the Appearance area, you can visually customize the expense group.


Assigned users

Shows which users have assigned the expense group. You can delete the expense group for one or more users. Deleting is not possible if the user would not have assigned another expense group after deleting. In this case, you must first assign the user to another expense group and then repeat the deletion process.

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