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Select Fixed/Mileage Rate if you are creating an expense based on a specific rate.

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Fixed/Mileage Rate Expense Type:

1. Click on Expense to expand the menuExpand Expense by clicking on the plus sign.
2. Click on Expense  Report Type.
3. Click the Add button in the Expense Type window.
4. In the Format Type field, select Fixed/Mileage Rate.
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5. In the ID field, enter on the Add button.
6. Fill in the following fields:In the Name field, enter
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
7. In the Expense Group field, select the expense type group to which this expense type will belong.
8. 1. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
   In the Restrict Access field (optional), select Yes if this expense type will only be available on reports you assign it to or No if this
   1. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
   2. Format Type*: Select Fixed/Mileage Rate. 
      1.    Image Added
   3. Expense Group*: Select the expense group from the drop down associated with the expense type.
   4. Restrict Access: 
      1. Yes  - If the expense type will be restricted based on OBS or WBS assignment. This can pertain to a specific group or individual.
      2. No  - If the expense type will be available
   to
   1. 1. for all
   reports
   1. 1. . 
9. In the Description field (optional), enter text to further identify the expense type. This field is limited to 255 characters.
10. In the Require Notes field, select Yes or No to require or not require notes for the expense.
11. In the Allow Modify Description field, select Yes or No to allow or not allow modification to the description.
12. In the Reimbursable field:Select Reimbursable to Employee if the expense type should always
    2. Require Notes*:
       1. No - Notes field on expense type is optional.
       2. Yes  - Notes field on expense type is required before the expense can be saved.
    3. Allow Modify Description*:
       1. No - If description field is not needed on the expense type.
       2. Yes  - If description field is needed on expense type and user is able to update the description text. This field is defaulted to the expense type name.
    4. Reimbursable*:
       1. Not Reimbursable to Employee - If the expense type should never be reimbursable, regardless of payment type
    (often used for mileage expense types)Not
    1. 1. .
    Select 
    1. 1. Reimbursable to Employee
     if
    1. 1.  - If the expense type should
    never
    1. 1. always be reimbursable, regardless of payment type (often used for mileage expense types).
    In the Select Yes if
    1. City
     field (Note: Yes must be selected if: this is a per Diem expense type; if an expense policy rule will be created comparing this expense type to the rates in the per Diem tables; or if VAT taxes may apply to this expense type.):
    1. *: 
       1. Yes - If employees must select a city when entering this expense type.
    Select 
    1. 1. No
     if
    1. 1.  - If no city field will appear for selection when employees enter this expense type.
    The Personal field determines whether employees can enter a specific amount of the transaction that is non-business related and thus would be
    1. Personal*:
       1. Yes - If users are able to specify a portion of the business expense as non-reimbursable. This may be useful in the case a user makes a transaction on a business paid card and a portion of it should not be reimbursable. 
       2. No - If users are not able to specific a portion of the business expense as non-reimbursable. 
    In the 
    1. Track Attendee
     field,
    1. *:
       If
       1. 1. Required All
       fields is selected, Select Enable Attendee Group to allow a group of attendees, with a count of group members, to be entered in attendee list.Select Disabled if employees are never In the Tax 1 Code field (optional), indicate
       1. 1. Fields - If user is required to enter all fields related to the attendee.
          2. Disabled - If employees do not need to list attendees for this expense type.
    2. Select Required if in all cases employees are required to enter attendee names for this expense type.
    3. Select Optional for the List Attendees field to appear when the employee enters expenses for this type, but entering attendee names is optional.
    4. In the Attendee Enable Amount field, select Disabled if you do not want it to be required to distribute the amount evenly, select Required for the amount to be distributed evenly before moving on to the next page or select Optional. 
    5. 1. 1. Required Attendee and Company - If user is required to enter the attendee and company name.
          2. Required Attendee Only - If user is only required to enter in the attendee name.
          3. Required Attendee, Title, and Company - If user is required to enter the attendee name, title, and company name.
          4. Optional - Attendees field will be avaiable for user to input information but will be optional.
       2. Attendee Enable Amount*:
          1. Disabled - Tracking of amounts by attendee is not available.
          2. Required - If tracking amounts by attendee are required.
          3. Optional - If tracking amounts by attendee is optional.
       3. Tax 1 Code: Indicate whether a tax field will be present for this expense type (set up
       in In the Grid Grouping field (optional), enter
       1. in Taxes)
    6. In the Track Odometer field, select Yes if you want to track the miles, which will ask for a start and end mileage or No if track odometer is not required.
    7. In the Unit Label field (optional), fill in the field. 
    8. In the Unit Options field, select Default Unit Amount equal 1 Only, Mileage/KM Options, Disabled or Enabled.
    9. In the Unit Rate Type field, select a rate type.
    10. 1. Attachments*:Field determines whether or not attachments (such as receipts) can be associated with this expense type.
           1. No  - If attachments are not allowed on expense type line.
           2. Yes - If attachements are allowed on expense type line.
        2. Track Odometer*:
           1. No  - If users are not required to enter in odometer reading for mileage reimbursement.
           2. Yes - If users are required to enter in their odometer reading for mileage reimbursement.
        3. Unit Label: Enter in a label for the Fixed/Mileage field.
        4. Unit Options*: 
           1. Default Unit Amount equal 1 Only  - If an expense will always be one fixed value. Example: User always gets $50 for cell phone reimbursement. 
           2. Mileage/KM Options - User gets to chose between miles or km.
           3. Disabled - No option is available
           4. Enabled - Will show a field based on the name entered in Unit Label.
        5. Unit Rate Type*: 
           1. Rate based on monthly number of units or miles - If rate changes based on a specific number per month.
           2. Rate not based on Threshold.  - If rate is not based on a thresehold. 
           3. Rate based on yearly number of units or miles.Year starts January - If the rate determination is reset every January. 
           4. Rate based on yearly number of units or miles.Year starts April - If the rate determination is reset every April. 
        6. Grid Grouping - Enter a name that will be used as the heading for this expense type when users enter expenses using the Grid Entry view.Image Added
        The 
        1. Recurring Charge
        option is to be used if
        1. *:  
           1. Yes - If you want to enable date range copy of the same charge, for example; hotel room for 5 nights.
           2. No - If a date range for the expense is not available.
        The In the Online Help field (optional), type in a website to connect to
        1. Enable Commute Mileage
         field is available whenever you select mileage/fixed rate format type.  If you do using Commute Mileage functionality then you need to enable it at the expense type level.  Default is No (Disabled)  
        1. *:  If you would like for users commute mileage to be deducted from their mileage reimbursement. User must set up their commute mileage in their profile. 
        2. Template Expense Type: This is used for OCR matching. If the receipt can be scanned and recognized as the category selected in this field, it will select the expense type. 
        3. Online Help - connect a website to the application through the help button at the bottom of the
        page in the application
        1. screen.
         
        In the 
        1. Expense EXPRESS
        Icon field (optional), select an icon to show for your expense type.Save.
        1. - Select the icon that will be displayed on Expense Express menu.
    11. Click Save to save this Expense Type.

    * Indicates a required field