Overview

The Expenses Functionality enables an employee to enter their expenses into the system and for these to be authorised by a line manager. The expense can then be processed by Head Office and paid through the payroll module into the employee’s pay. 
 

Expenses Functionality

Expense Codes

Expense Codes are set up against which the expenses are logged. These are configurable with the VAT rates and the accounting system code if required. The employee builds up their expense submission by creating rows of expenses with the Expense Type, the date, amount and the reason for that expense.  If the customer has a company mileage scheme this can be configured with the mileage bandings and the cost per mile. The Mileage Scheme is then linked to the relevant employees so that when the expense type of Mileage is used, the amount of miles can be entered and the cost due will be calculated by the system. 

Once the employee has entered their expenses, this can either be saved as a draft and edited before submission, or submitted through for authorisation. This expense is then marked as unauthorised. There is the ability for the employee to print out a report of their expenses on which to attach the receipts if necessary. 
 

Line Manger Notification

The employee’s line manager will receive an email letting them know there is an expense request that needs authorisation. The notification will work on the ‘Reports To’ person set in the employee’s Assign Access Levels page, or under the Expense part of the Line Manger Notification if the manager authorising expenses is different to the manager authorising holidays.
  The manager can view the expense and either authorise the whole expense claim, decline the whole expense claim, or authorise the claim but decline individual lines within it.
  Once expenses are authorised, they can be processed by the nominated Expense Processor within the business. Expenses that are checked can be marked as Processed and will feed through into the payroll module. 

It is very important to have a strong process around expense periods and cut off dates. Expenses that are to be paid through the payroll module will need submitting and authorising before the payroll cut-off date and time. It is advised to communicate these cut offs to the business and advise your Payroll Specialist of the additional configuration.
 

Also See

• How to Configure Expenses Functionality