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Table of Contents
Per Diems
Section Per Diems fascilitates calculating and generating allowance reports for the crew. Before you can start using this feature, you need to set up how per diems should be calculated - the currency, the rates, should the day-rate be the same for all airports, etc…
For more advanced settings (see examples below) please contact support@leonsoftware.com
- for which month should per diem be calculated if it started in month 'A' and ended in month 'B': should it be month 'A', 'B' or perhaps it should be divided with the exact end of the month (the end at 23:59 on the last day of the month 'A' - the beginning at 00:00 on the first day of the month 'B')
- should one specific airport currency represent all other airports in the same country (i.e. all per diems for flights to airports in U.K. can be represented by LTN or STN)
- should per diems be calculated from the start to the end of one FDP, or should it be calculated per number of overnight stays away from homebase
Diets Definitions
Go to Admin > Diets Definitions to add appropriate data, so that the panel works properly and the wages match performed flights by your crew members.
There are 2 modes available:
Normal
In this mode you can see columns such as:
- Airport - if the day rate is the same for all airports, it should remain set as 'Default'. That means, all flights away from home base will be calculated at the same rate. If there are exceptions, you should add the airport code and define the rest of columns accordingly.
- Month - you can select for what month per diems should be counted - for a specific airport.
- Currency - choose the currency in which per diems should be counted.
- Currency day rate - the amount of money for a single per diem - it can differ for different airports.
- Currency/… rate - you can define default per diems currency in Admin > Operator Settings > General
IMPORTANT!
Example:
Default currency is set as EUR. There are 2 airports, for which per diems should be calculated in a different currency: STN - currency GBP, SSH - currency USD. When the column 'Currency/EUR rate' for these 2 airport is set as '0' - both currencies will be converted to EUR , which will be displayed in the Per Diems report.
Workflow
In this mode you can define the workflow of calculating, checking and approving per diems. You can select persons who will be responsible for approving it as well as person who can do payments. Pilots can also check their per diems and either approve them or reject.
- PILOT'S VIEW
If you use 'workflow' mode, you should make a section Crew > Per Diems available to your pilots. Go to Admin > Privileges, edit group crew and enter tab 'Privileges'. Here you need to click 'Reports', mark the one named 'Diets Report' and save changes.
Once Diets Report is available to your pilots, they can access it in the section Crew > Per Diems and check their per diems for a selected month (it can be selected in the filter). If no month is selected in the filter, Leon will display per diems for the whole year.
On the screen a pilot can see for what month per diems are displayed, his code - name and 2 active icons: PDF and DETAILS .
PDF - a possibility to send diets to pdf format and print out or send out as a file.
DETAILS - when a pop-up window shows up, a pilot can check if all per diems are correct and click 'Approve' at the bottom. A person who can approve pilots per diems (a chief-pilot or crew manager) will get this information on his side as 'Approved'.
Once diets have been approved by a pilot, the status changes from 'ready for approval' into 'approved by crew member'.
Diets approved by a pilot are being sent to a chief-pilot for his approval. Once it's approved, the status on pilot's side switches to 'approved by chief-pilot'. It also means that diets have been sent to accounting dept for payment.
The pilot who's diet has been recorded & accepted for payment by accounting dept will see his status as recorded and paid.
Again - when clicking on icon 'DETAILS', the same pop-up window appears and the pilot can confirm that the payment has been received.
- CHIEF-PILOT 'S VIEW
A chief-pilot approves diets of other pilots. When he enters Crew > Per Diems section, he can decide what view should be displayed by marking appropriate options in the filter.
All diets approved by pilots are displayed on the screen and are ready to be approve by the chief-pilot, so that the payment can be proceeded.
When a chief-pilot clicks on 'DETAILS', the same pop-up window shows up as for each pilot, however, there is an option to Reject diets previously approved by a particular pilot.
If a chief-pilot has rejected pilot's diets, it comes back to the pilot to be re-checked and either can be approved again or sent further to be corrected.
If a pilot's diet has been approved by a chief-pilot, it disappears from the screen and it's sent to accounting department for payment approval.
- ACCOUNTING DEPT VIEW
A person responsible for payments can view a list of all diets (if all checkboxes in the filter are marked): both approved by a chief-pilot as well as those ready for approval.
By clicking 'DETAILS' a pop-up window shows-up with diets ready for payment approval. Click on 'Details' and if all is correct click on 
to be sure, that a particular per diem has been recorded in the accounting system.
If all details are correct, the accounting dept person can click Paid and that diet will disappear from the list.
'Per Diems' report
This report allows you to display per diems for all your crew along with the possibility of exporting data to PDF or Excel (either a single crew member or all of them).
Set the date and crew member in the filter. Leon will show bolded crew name and the selected period of time on top. There are few columns in this report: 'From' and 'To' with the exact lenght of per diem, 'Per diem' which shows the number of per diems done at a particular airport, 'Remarks' which can be added when editing a per diem.
Right below, the number of per diems vs defined currencies is displayed. They are separated by the total number of per diems and converted amount of money into default currency.
The report also shows the list of per diem locations and the number of nights at particular airports.