Many companies are focusing on reporting their Environmental, Social, and Corporate Governance (ESG) and CO₂ emissions, often because of government regulations.
In the European Union for example, the Corporate Sustainability Reporting Directive (CSRD) is a directive aiming to update and amend the non-financial reporting requirements for companies.
In this article, we will provide examples and best practices of tracking and reporting of different types of ESG-related data in Rydoo.
- Taxi, train or flights: from, to and/or total distance
- Fuel: amount of liters and/or type of fuel
- Hotel: check-in/out date
- Mileage: distance and/or vehicle type
Taxi, train or flights: from, to and/or total distance
For taxi rides, train journeys or flights, companies often want to keep track of the location of departure and destination and/or the total distance travelled. Both can be done by setting up custom fields.
Setting up a custom field (admin)
Admin can create one or multiple custom fields with open text field: from, to and/or distance.
When you are on our enterprise subscription plan, you will be able to limit these custom fields to the category taxi/train/flight. This means that the custom field will only appear for the employee when this specific category is selected for an expense.
💡 If you prefer to have a standard data set of input options, you can for example add all airports your employees frequently use as list items for flight expenses.
Creating a taxi/train/flight expense (employee)
When creating an expense and selecting the category ‘taxi’, employees will be able to fill in the additional fields.
Exporting the relevant data (finance)
When exporting the expenses, you can have an overview of the expenses, including the additional data such as from, to and/or total distance.
💡 With our newest Templates, we empower Finance to extract Rydoo data in formats that best suit their needs. You can choose columns, reorder columns, change header naming, save the template and keep using it for your regular ESG reporting. Find more information about Templates here.
Fuel: amount of liters and/or type of fuel
For fuel expenses, companies sometimes want to record the amount of liters and type of fuel refueled. Both can be done by setting up custom fields.
Setting up a custom field (admin)
Admin can create one or multiple custom fields. For amount of liters, you can use a text-type custom field, whereas for type of fuel you can use a list-type custom field (with the different types of fuel as list items).
When you are on our enterprise subscription plan, you will be able to limit these custom fields to the category fuel. This means that the custom field will only appear for the employee when this specific category is selected for an expense.
Creating a fuel expense (employee)
When creating an expense and selecting the category ‘fuel’, employees will be able to fill in the additional fields.
Exporting the relevant data (finance)
When exporting the expenses, you can have an overview of the expenses, including the additional data such as amount of liters and fuel type.
💡 With our newest Templates, we empower you to extract Rydoo data in formats that best suit their needs. You can choose columns, reorder columns, change header naming, save the template and keep using it for your regular ESG reporting. Find more information about Templates here.
Hotel: check-in/out date
For hotel expenses, companies often want to keep a record of the check-in/out date. This can be done with the check-in/out date field in Rydoo
Enable check-in/out date field (admin)
Admin can enable the check-in/out date field for the category ‘hotel’.
Creating a hotel expense (employee)
When creating an expense and selecting the category ‘hotel’, employees will be able to fill in the additional field.
Exporting the relevant data (finance)
When exporting the expenses, you can have an overview of the expenses, including the additional check-in/out date.
💡 With our newest Templates, we empower you to extract Rydoo data in formats that best suit their needs. You can choose columns, reorder columns, change header naming, save the template and keep using it for your regular ESG reporting. Find more information about Templates here.
Mileage: distance and/or vehicle type
Regarding mileage, it is often required to track and report the distance of the journey and the vehicle type. This is for example the case for the reporting requirements for work-related mobility in the Netherlands (rapportageverplichting werkgebonden personenmobiliteit) that will enter into force 1 July 2024.
If you use Rydoo’s mileage module, distance is always calculated for mileage expenses and automatically included in all exports and reports.
For the vehicle type, there are different option to track and report this. We will outline three common practices, so you can see what best fits your business and your business’ needs.
Option 1: Vehicle type in user profile
By setting up a user property ‘vehicle type’, you can log the vehicle type the user usually uses. This will also be available in the exports.
Setting up a user property (admin)
Admin can set up a user property with the different vehicle types as list items.
Creating a mileage expense (employee)
The employee can simply create a mileage expense as usual.
💡 Find best practices to prevent employees from selecting an incorrect mileage rate here.
Exporting the relevant data (finance)
When exporting the mileage expenses, you will have an overview of the mileage expenses, including the vehicle type the employee usually uses and distance.
Option 2: Vehicle type in mileage rate
You can set up different mileage rates representing different vehicle types. Whenever the employee creates a mileage expense they will select the type of vehicle they used for this journey. In exports, you will have an overview of all relevant data such as the user, distance, date and vehicle type.
Setting up different mileage rates (admin)
As an admin, you can create mileage rates for each vehicle type you want to track.
Creating a mileage expense (employee)
Employees will then be able to create mileage expenses, choosing the rate of the vehicle they used for this journey.
💡 Find best practices to prevent employees from selecting an incorrect mileage rate here.
Exporting the relevant data (finance)
When exporting the mileage expenses, you will have an overview of the mileage expenses, including the vehicle type and distance.
Option 3: Vehicle type in custom field
Setting up a custom field (admin)
Admin can create a custom field with the different vehicle types as list items. The custom field can be limited to only show for mileage expenses.
Creating a mileage expense (employee)
Employees will then be able to create mileage expenses, indicating the vehicle type they used for this journey in the custom field.
Exporting the relevant data (finance)
When exporting the mileage expenses, you will have an overview of the mileage expenses, including the vehicle type and distance.
💡 With our newest Templates, we empower you to extract Rydoo data in formats that best suit their needs. You can choose columns, reorder columns, change header naming, save the template and keep using it for your regular ESG reporting. Find more information about Templates here.