An expense template defines the types of expenses that can be claimed, whether VAT should be entered as part of the claim and whether the claim is entered as an amount or as a number of units. In order for contractor to claim expenses, the Placement must have a expense template selected.
You can create expense template to cater for:
- The employment type of the contractor as different types of contractor may need to enter their expenses in different ways. More information can be found in Expenses and VAT.
- Different arrangements in what type of expenses can be claimed. For example, one client may pay a different rate for mileage and therefore you may need two different expense template groups to cater for this.
Configuration of mileage claims is covered separately in Configuring Mileage Claims.
Your expense template will, typically, contain all the categories of expense that a contractor on a placement will need to claim. The system provides flexibility allowing you to choose how you wish expenses to be entered. For example you might:
- Have a single, generic expense type and all expenses would be claimed on this one type
- Have generic "Expense With VAT" and "Expense Without VAT" options.
- Specifically itemise the types of expenses that can be claimed, e.g. Hotel, Travel, Food, Tools etc
You should consider which method fits best with your business processes and client requirements.
How do I create an expense template group?
- Above the menu you will see
.PNG?version=1&modificationDate=1506076779000&cacheVersion=1&api=v2&width=20&height=25)
, select Expense Templates located in the Expenses section. - Click Create:
.PNG?version=1&modificationDate=1506076779000&cacheVersion=1&api=v2&width=959&height=371)
The Create Expense Template Group page appears:
Enter a Name for the template group.
Enter a Description for the template group.
If this will be the default template group used by your agency, ensure that the Agency Default checkbox is selected.
Click Add.
You will see the first template added to the group:
- From the Type list, select the expense type that you want to include in the group (for example, Mileage).
The Name field will include the name of the expense type, but you can edit the name.
Select whether or not the expense is Chargeable to the client.
In the Entry Method field, Entry method should always be set to locked, and you can specify whether the worker will enter the:
- Gross Value: A single amount, inclusive of sales tax; or:
- Net Value: A single amount minus sales tax; or:
- Unit and Unit Net: Typically you will use this setting for items that need to be claimed per unit, for example mileage.
If you chose Unit and Unit Net in the Entry Method field, you can enter the net unit value in the Unit Net field.
For example, if you were specifying mileage allowance, you would enter the amount claimable per mile. If the amount claimable per mile is a fixed amount, set the value to Locked. If you choose Editable, the user will be able to specify the rate per unit when entering the expense claim.If you selected Gross Value or Net Value in the Entry Method field, you can select whether the Sales Tax Amount is a fixed, Locked amount, or whether the worker can enter it themselves (Editable). If you set the Entry Method as Unit and Unit Net, this field will be set as Locked.
Select the appropriate Sales Tax Rate from the list.
In the Claim Currency field, specify whether the claim form should be Locked to the default currency of the placement or one of the other defined currencies in InTime; or Editable, so that the worker can select a currency when making the expense claim.
Click ADD to add further types to the template if needed otherwise click Save.
How do I apply this expense template group to a placement?
When you create a placement:
- In the Expenses tab, from the Expense Template Group list, select the appropriate group.
For more information on creating placements, refer to Maintaining Placements.