Administer expenses types

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. 

Click on admin in your top menu bar and within the timesheets and expense types section click on administer expense types. You can then either click on an existing type to edit or click new to add a new expense type. 

Creating a new expense type 

Click new and a panel will open on the righthand side of the screen. 

The reference is the name that will appear in the expense claim page. 

The effective date, if you enter a future date this will not show in the expense claim page until applicable. 

Tick the mileage box if applicable. You will then have a tick box option if it is a corporate vehicle, this means any miles recorded against this mileage will not count against their high rate allowance. 

If the expense item isn't mileage you can enter the VAT rate applicable. Please note: 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. 

If the claim is mileage you will have the high and low rate fields to enter. 

If you are using Pay Manager or our payroll service then please tick send to payroll and select a pay element. As above you will have discussed this with our support team regarding how you wish expenses to be shown on your payslips, this will be reflected in the pay elements available, you will either have expenses, a group name or specific expense titles. 

Set expense group

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 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. 

Editing or deleting an existing expense

Click on the title of the expense item, you wish to change. You will be unable to change the name or effective date, or change it to a mileage or non mileage claim. 

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 would urge you not to change/delete items unless necessary, please speak to support to in the first instance to help assist you.