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 /wiki/spaces/ds/pages/51871937.

To claim expenses

1. 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 
      
      

2. 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:
   
   

   Field	Description
   Category	The type of expense that is being claimed. For example, this could be mileage, food, or entertaining. The fields that you can enter information into will depend upon the category that you have chosen. For example, if there is a category called ‘mileage’, the Unit Net Rate field would typically be pre-populated with the amount that can be claimed per mile. You would then enter the number of miles that are actually being claimed in the Units field.
   Receipt Date	The date for which the expense type is being claimed. You can only select a date within the time period for which you are claiming
   Description	Optionally, enter a description of the expense category.
   Units	The number of items claimed, such as items of food; or the number of miles claimed.
   Unit Net Rate	The rate at which the units are claimed (for example, the mileage rate; or the overall cost of the unit being claimed, such as a sandwich or a bottle of drink).
   Net	The calculated cost of the units at the unit net rate.
   Sales Tax Rate	The applicable sales tax rate.
   Sales Tax	The applicable sales tax.
   Gross	The net amount being claimed, plus sales tax.
   Currency	The currency in which the expense was incurred.
   Receipt	RSM InTime does allow the uploading of electronic copies of paper receipts. This is a configuration option. Please contact the customer support team for more information.
   Copy	This will duplicate the information in the current row to the row below. In the new row, you will still need to select the receipt date.
   Remove	Remove the information in the current field.

3. 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.
   
   
4. 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.
   
   
5. 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.

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

Related topics

• Maintaining Placements
• Configuring Expenses
• The Approval Process
• Disbursements (Non-VATable Expenses)