>> Settings > Expenses > Expense Types

Expense Types define what items can be claimed by employees, with the following characteristics.

GENERAL

• Name - Title of the expense type 
• Description – notes to help understand what type of expense apply 
• Accounting Classification – automatically classifies expenses for easy export to your accounting system:
  • Operating expenses - will appear in your profit & loss
  • Capital expenses - are capitalized as assets
• Cost Center - allow expenses to be grouped for budgeting and reporting purposes
• Receipt Required – require a receipt to be attached upon claim submission
• Client Expense -
• Exclude Probation Period - restrict probationary employees on selecting the expense type

ASSIGNMENT

Select employees who can see and submit the expense type.

• Employment type - select based on employment type of employees (Regular, Contractual/Project Based, Probationary, etc)
• Position - select based on positions
• Group - select based on customized groups

LIMITS PER CLAIM

• Per claim limit - restricts submission of a single expense above the limit
• Per Clients Attending - limit on reimbursement amount per client attending 
  • Max Client Attending - limit the number of clients attending
• Per employee attending - limit on reimbursement amount per employee attending
  • Max Employees Attending - limit the number of employees attending

LIMITS PER PERIOD

• Period - select if request submission will be restricted per Monthly, Quarterly, Semi-Monthly, or Yearly
  • Time Frame - select if Calendar or Hire Date
    • Calendar - Limit will be renewed at the beginning of the month/year (based on period you choose)
    • Hire Date - Limit will be renewed in accordance to the Hire Date
  • Frequency - determines how many times the limit will renew depend on Period and Time Frame
    Example:
    Frequency is 1 - If you choose Yearly Period and Calendar Time Frame, then the limit will be renewed once a year
    Frequency is 2 - If you choose Monthly Period and Calendar Time Frame, then the limit will be renewed every two months
  • Total Budget - the total budget shared by employees that can be reimbursed
    Example: 10,000.00 budget will be shared by all employees. They cannot use the expense type once the budget has run out.
  • Employee Fixed Limit - the total amount that can be reimbursed per employee 

EMPLOYEE CONTRIBUTIONS

• Excess - amount Employee must bear. Reimbursement exceeding the excess amount will be shared by the Employer & Employee 
• Co-pay (%) - amount above excess that must be borne by the employee

APPROVED VENDORS

Restrict Reimbursement filing to approved Vendors

• Vendor - Name of Vendor 
• Limit - Expense reimbursement amount limit per vendor

Once done with the configuration, you may now click SAVE to let employees use the expense type when filing reimbursements.

RELATED ARTICLES

• Submitting Expense Claims using the mobile app
• Approving Expense Claim
• How to add Approve Expense Claims to a Pending Payroll Batch