>> 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
  • Administrative
  • Marketing
  • Sales
  • Maintenance
  • Personnel
  • Facility
  • Entertainment
• Cost Center - allow expenses to be grouped for budgeting and reporting purposes
• Receipt Required – require a receipt to be attached upon claim submission
  • Receipt Backdate - setting a receipt limit time in submitting the expenses
• Client Expense 
• Exclude Probation Period - restrict probationary employees on selecting the expense type

ASSIGNMENT

Select employees who can see and submit the expense type.

• Profile - select individual employees
• Employment type - select based on the 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 Calendar or Hire Date
    • Calendar - The limit will be renewed at the beginning of the month/year (based on the period you choose)
    • Hire Date - The limit will be renewed in accordance with the Hire Date
  • Frequency - determines how many times the limit will renew depending on the 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 (%) - the amount above excess that must be borne by the employee

APPROVED VENDORS

Restrict Reimbursement filing to approved Vendors by selecting it.

To add accredited vendors, you may follow this Vendor article for your guide.

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