There are a few things to think about before setting up expenses.
- Are you sending the expenses to our payroll system? Or are you using this for reporting and/or sending to an external payroll provider. You will need to think about how often payroll is run and how many times am employee will enter their expenses.
- How do you want expenses to be recorded and shown on payslips. For an example, you can have 1 pay element called expenses, this means mileage, hotels, flights, etc would all be combined into one payment line on a payslip called expenses. Alternatively you can have pay elements for each type of expense such as hotel, train, mileage and this would then split accordingly on the payslip. You could also group your expenses, examples such as travel, accommodation, and substance, again this would show accordingly on your payslip.
- In set up we would need to know the vat rate and mileage rates.
- When do you wish to go live with expenses.
When you are ready, please contact support. They will provide initial set up for you with regards to pay elements and advise when you can go in and make the appropriate changes.
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If the expense item isn't mileage you can enter the VAT rate applicable. Please note: You you will have given detail to the support team regarding how VAT is to be treated for expense, for setting up the pay elements, so this should mirror that.
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By applying an expense group to an expense item, you can restrict who has access to that item. For example, you might have a manager's expense group that pays a higher rate of mileage, or can claim a food allowance while working away from home that other employees cannot have. An expense you have set up can be applied to multiple groups. Click set expense group to open up the screen below. Go to expense groups link to to see how to create them.
Any groups in the righthand column will have the expense item available. To move items from the lefthand column, simply click to highlight them and drag. When you are done scroll down to and click save and the expense group page will close.
When you are ready click save. Go to contract - details tab to see how to assign an expense group to an employee.
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You can however change the high or low rate for mileage or the VAT amount. You will also be change if this is being sent to payroll and the pay element.
Please note: We we would urge you not to change/delete items unless necessary, please speak to support to in the first instance to help assist you.
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