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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 arrow Image Added.
2. Click on  Expense Type.
3. Click the Add button in the Expense Type window.In the Format Type fieldon the Image Added icon to add a expense type.
4. In the drop-down menu, select Fixed/Mileage Rate.
   Image RemovedIn the ID field, enter  
5. Fill in the following fields:
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
6. In the Expense Group field, select the expense type group to which this expense type will belong.
7. In the Name field, enter In the Reimbursable field:Select Reimbursable to Employee if the expense type should always
   2. Active:
      1. Yes (Check the box)  - If the expense type is active (By default this is checked when you create a new expense type)
      2. No (Leave box unchecked) - If the expense type is inactive and not available to end users.
   3. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
8. 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 expense type will be available to all reports. 
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. 1. Expense Group*: Select the expense group from the drop down associated with the expense type.
    2. 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
    .In the 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.):Select Yes if
    1. 1. (often used for mileage expense types).
    2. Icon: Select an icon for this expense type
    3. 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 for all. 
    4. 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.
    5. Personal*:
       
       1. Yes - If users are able to specify a portion of the miles is for non-business purpose.  
       2. No - if users should not able to specify a portion of the charge is personal.
    6. 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 attachments are allowed on expense type line.
    7. City*: 
       1. Yes - If employees must select a city when entering this expense type.
    Select 
    1. 1. No
     if In the Tax 1 Code field (optional), indicate
    1. 1.  - If no city field will appear for selection when employees enter this expense type.
13. The Personal field determines whether employees can enter a specific amount of the transaction that is non-business related and thus would be non-reimbursable.
14. In the Track Attendee field,
    
    • If 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 to list attendees for this expense type.
    • Select Required if in all cases employees are required to enter attendee names for this expense type.
    • Select Optional for the List Attendees field to appear when the employee enters expenses for this type, but entering attendee names is optional.
15. 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. 
16. 1. 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.
    2. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
    3. Recurring Charge*:  
       1. Yes - If you want to enable date range copy of the same charge, for example, hotel room for 5 nights.
       2. Yes- Number of Units- If you would like the users to enter a number of units, i.e. the number of days instead of a date range
       3. No - If a date range for the expense is not available.
    4. 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. 
    5. Online Help - connect a website to the application through the help button at the bottom of the screen.

    6. Tax Included*: Allows users to indicate if tax should be auto calculated or manually entered. This is dependent on Tax 1 Code and or Tax 2 Code field to be selected. If auto compute is expected, a rate will need to be set up in the Tax Rate set up.

       1. No  - If users do not have the option to choose how the taxes would be computed.
       2. Yes - If users have the option to have application auto compute the taxes based on the business amount if the Tax set up is completed, or users have the option to manually type in the tax amount.
          1. With this option the users will see the "Tax Included" box that will be checked by default. If this box is left checked, the amount put into the business field will business amount + tax and the application will split it out based on the tax set up.

          2. If the "Tax Included" box is unchecked, then the tax(es) will be auto computed based on the business amount and the tax set up.

          3. Users can uncheck the "Auto Compute Tax" Field to enter in the tax(es) manually.

    7. Tax 1 Code: Indicate whether a tax field will be present for this expense type (set up in Taxes)
    8. Tax 2: Indicate whether a tax field will be present for this expense type (set up
    in 
    1. in Taxes)
17. 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.
18. In the Unit Label field (optional), fill in the field. 
19. In the Unit Options field, select Default Unit Amount equal 1 Only, Mileage/KM Options, Disabled or Enabled.
20. In the Unit Rate Type field, select a rate type.
21. In the Grid Grouping field (optional), enter a name that will be used as the heading for this expense type when users enter expenses using the Grid Entry view.
22. The Recurring Charge option is to be used if you want to enable date range copy of the same charge, for example; hotel room for 5 nights.
23. The 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)  
24. In the Online Help field (optional), type in a website to connect to the help button at the bottom of the page in the application. 
25. In the Expense EXPRESS Icon field (optional), select an icon to show for your expense type.
26. Save.
    2. Track Attendee*:
       1. Required All 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.
       3. Required Attendee and Company - If user is required to enter the attendee and company name.
       4. Required Attendee Only - If user is only required to enter in the attendee's name.
       5. Required Attendee, Title, and Company - If user is required to enter the attendee's name, title, and company name.
       6. Optional - Attendees field will be available for user to input information but will be optional.
    3. Track Attendee 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.
    4. 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.
    5. Unit Label: Enter in a label for the Fixed/Mileage field.
    6. 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.
    7. Unit Rate Type*: 
       1. Rate based on Daily Units or Miles - If rate changes based on a specific number of units driven in a day.
       2. Rate based on monthly number of units or miles - If rate changes based on a specific number of miles driven in a month.
       3.  Rate based on yearly number of units or miles. Year starts April 6  -  If the rate changes based on the number of miles driven in a year, where the year resets on April 6
       4. Rate based on yearly number of units or miles. Year starts January - If the rate changes based on the number of miles driven in a year, where the year resets in January. 
       5. Rate based on yearly number of units or miles. Year starts April - If the rate changes based on the number of miles driven in a year, where the year resets in April. 
       6. Rate not based on Threshold.  - If rate is not based on a threshold.
    8. Enable Commute Mileage*:  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. 
27. Click Save to save this Expense Type.

* Indicates a required field

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