You can create different types of expenses, for example mileage and food allowance, and specify which ones workers are allowed to claim against a placement.
Some placements might allow workers to claim accommodation, whereas other will not. Also, some types of expense might be chargeable, and some will have a special tax category.
In order to specify whether a placement allows certain types of expense to be claimed by the worker, you first have to define expense types and expense template groups.
An expense type is the individual expense, such as mileage.
An expense template group is the range of expense types that are applicable to the placement.
- From the menu, select Administration > Expense Types.
- Click Add.
The Create Expense Type page appears:
- In the Name field, enter the name (for example, ‘Mileage’).
In the Pay Element Code field, enter a code. #zzz If this is applicable to the Pay Elements that you can create, shouldn’t there be a drop down list of available codes? Why would you set this. ie, where else does it show up?#
Nominal Code #zzz We understand this is a mandatory field, but we’re not sure why. What is it and why is it important?#
From the HMRC Category list, select the appropriate category. #zzz Again, how important is this? Does it affect anything else in InTime? Is there anything we need to warn the user about?#
Specify whether or not the expense type is Payable. By selecting 'Yes' you are specifying that the expense can actually be paid to the worker.
Specify whether or not the expense type is Chargeable. By selecting 'Yes' you are specifying that the expense will be paid by the client.
Specify whether or not the expense is NIable. #zzz As this isn’t a word, we’d recommend changing it. What does it refer to? Are there some expenses that have an NI impact?#
Select whether or not the expense is Taxable.
Select whether or not the expense is Sales Taxable.
In the Charge Markup % field, enter any mark-up that is applicable to the expense type. For example, you could set the rate at which a worker can claim mileage, and then apply a mark-up to that rate which would then get passed on to the client.
In the Paper Required field, select whether or not the expense type requires paper documentation (for example a receipt) in order to be claimed.
In the Description field, enter a description for the expense type.
Click Save.