Expense Entry

Contractors can either submit expenses claims at the same time as submitting timesheets or submit them independently of submitting timesheets. The process for submitting an expenses claim is very similar to creating a timesheet.

The placement defines the types of expenses that can be claimed on each placement via the expense template.

If the expense template on a placement is "No Expenses Claimed" then no expenses can be claimed, even by an Administrator.

Who can fill in an expenses claim?

Contractors can fill in their own expenses claims.
Administrators and Consultants can also fill in claims on behalf of contractors.

What roles must a user have?

The user must have the Expense Web Entry and the Expense Write roles.

In addition, the contractor must have one or more placements which have a valid expense template, i.e. not No Expenses Paid.

How do I make an expenses claim?

Before a worker can claim expenses, an expense template must be set for the placement. See Maintaining Placements v1.

To claim expenses

Either:
1. Create and submit a timesheet (or search for a previously submitted timesheet), then, on the Timesheet screen, click Related Expenses; or
2. For Contractors, from the menu bar, select Expenses>Claim (this menu option is only available to workers).
3. For Administrators or Consultants, find the contractor from the contract list
The Create Expense Claim page is displayed.
The unshaded, white fields are the fields into which you can enter information. The values in the shaded fields are are automatically calculated, based upon the expense category that you select:

Tip: You can add some additional information to the top of the screen using custom text to provide information about your expense claim policy for example. The custom text type to select in the drop-down is Web Entry Expenses

The fields on this screen are described in the following table:
To attach a scanned version of a paper copy to the expense claim, use the Paper Upload section to browse for and select a file from your computer.
To save your expenses claim, click Save.
A summary of the draft expenses claim is displayed. You can still edit the claim by clicking Edit.
Note: If you are a contractor, you can also access the draft expenses claim from the menu bar, by selecting Expenses>Drafts.
When you are ready to submit the draft claim for approval, click Submit.
The expense items are submitted for approval.

You can see who the approvers are for the expense items, and information such as when the expense items were submitted, from the Approvals tab. Additional information on the user who created the expense items is displayed in the History tab.

Frequently asked questions

I am a consultant, and contractors often get their expenses approved by clients. When they enter their expenses in RSM InTime, how can they attach that approval without any further correspondence being sent to the client when the expenses are saved?
Set the expense approval route for the placement, so that the expenses only have to be approved by yourself rather than a manager at the client. For more information, see The Approval Process. If you do not have the correct privileges to be able to approve expenses in RSM InTime, please contact the RSM ESL support team. See Requesting Support.
Can I add some information to the expense entry screen? Yes, you can use custom text. See the Tip above.
How can I delete a Draft expense claim?

You can only delete an expense claim that is in Draft status. If the expense is in any other status then you must first revert the timesheet.

Go to Expenses > Drafts > Search for the expense > Click on the expense ID
Click on Edit
Select a Period
Delete each row of the expense claim by clicking on the red bin icon to the right
Once all rows have been removed, click on Save