R18 - How to generate the benefits spreadsheet

Pontotel's benefits report is an essential tool for calculating, in a practical and automated way, employee attendance-related benefits, such as meal vouchers or food vouchers. It shows the days worked, days off, absences in the previous period, days off already worked, and the total number of days to be worked, all according to your company's specific rules.

See below how to generate and interpret this report.

Step-by-step guide to generating the R18 report.

1. Access the reports menu.

• In the top menu, go to management reports and records option .

• Select the option " R18 - Benefits Spreadsheet ".

2. Configure the filters.

Fill in the filter options according to your benefits policy:

• First, choose the filter criteria according to your needs. You can filter by workplaces, employers, employees, or groups.
• Period for deducting from worked days: Specify the period (usually the previous month) for which absences will be considered for deduction, such as vacations or leaves of absence.
• Period for calculating days to be worked: Define the reference month for the benefit (generally, the current month).
• Minimum hours required to receive meal vouchers: Enter the minimum number of hours the employee needs to work to be eligible for the benefit.
• Minimum work hours on Saturdays to receive meal vouchers: Please specify the amount for Saturdays if your company adopts reduced work hours on that day.
• Additional options:
• Consider specifying whether you want to treat holidays on weekdays as days off, vacations as days off, or leaves of absence as days off in the calculation.
• If you would like to receive the report by email, please select the corresponding option.

3. Generate the report

• Click on "generate excel" to start processing the report.
• Follow the progress in the notification center (bell icon) located in the top menu.

• When the progress reaches 100%, the report will be automatically downloaded to your computer's downloads folder. If the download does not start automatically, locate the report in the notification queue and click on the corresponding line to start a new download.

Understand the report

Once downloaded, you will receive a compressed file (.zip) containing three files:

• Success (main report) : file containing all the information necessary for calculating benefits, separated into tabs. Let's look at each tab of the report:
• VR Summary: Presents a summary of meal voucher-related data for each employee, including: code, CPF (Brazilian tax ID), password, name, workplace, discount period, number of days discounted, forecast period, total days worked, and total forecast already considering discounts. Ideal for quickly checking how many days of benefit should be paid in the month.
• VT Summary: Provides a summary of the transportation voucher, showing the same information as the "VR Summary" tab.
• VR Breakdown: Provides a daily breakdown of events that affect meal voucher deductions, such as absences, days off, vacations, leaves of absence, medical certificates, and other factors that impact the calculation of benefits.
• VT Details: Similar to the VR details, this tab shows the daily breakdown of events that affect the transportation voucher.
• Additional Information: Lists extra information that impacts the calculation of benefits, such as delays, suspensions, observations, and other events that may be used as criteria for discounts or benefits.
• Medical Certificate: Provides specific control over medical certificates submitted by employees during the reporting period, detailing the type, reason, and duration of the absence.
• Status : Spreadsheet summarizing the processing status by employee, indicating whether the employee was included in the report generation.
• Errors : This spreadsheet lists inconsistencies or problems identified during processing that prevented certain collaborators from being included in the report. This allows for analysis and correction of the necessary records before a new attempt.

A benefits spreadsheet is a great tool to ensure that employee benefit calculations comply with company policy and legal regulations. By correctly adjusting the filters, you will have a clear report that simplifies HR's daily work and avoids inconsistencies in benefit allocation.

If you need support interpreting the data or setting up the report, our team is available to help! Contact us via WhatsApp .

Updated on: September 17, 2025