Page Comparison

Select Meals Per Diem Only if you are creating a per diem expense type that covers only meals.

...

Meals Per Diem Expense Type:

1. Click on Expense to expand the menuExpand Expense by clicking on the plus sign.
2. Click on Expense Type.
3. Click the Add button in the Expense Type window. In the Format Type field, select on the Add button.
4. Fill in the following fields:In the ID field, enter
   1. Format Type*: Select Meals Per Diem Only.
   Image Removed In the Name field, enter
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
5. In the Expense Group field, select the expense type group to which this expense type will belong.
6. 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.  
   2. Expense Group*: Select the expense group from the drop down associated with the expense type.
   3. Icon: Select an icon for this 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
   reportsIn the City field (Note: Yes
   1. 1. . 
7. In the Description field (optional), enter text to further identify the expense type. This field is limited to 255 characters.
8. In the Require Notes field, select Yes or No to require or not require notes for the expense.
9. In the Allow Modify Description field, select Yes or No to allow or not allow modification to the description.
10. In the Grid Grouping field, enter a name that will be used as the heading for this expense type when users enter expenses using the Grid Entry view.
11. 1. 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.
    2. Currency*: 
       1. Yes  - If user needs to specify a currency with the amount provided. An exchange rate field will appear if currency is different than users home currency. This is determined on the employee profile.
       2. No - User will not have the option to select a currency and will default to the employee's home currency.
    3. City*: (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 
       1. 1. Yes
        if
       1. 1.  - 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 Per diem Hours field is enabled whenever you select Meals Per Diem Only format type.  By default the field will be set to No and only should be set to yes when
       2. 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.
       3. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
       4. Recurring Charge*:  
          1. Yes- Date Range - 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.
       5. 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. 
       6. Online Help - Connect a website to the application through the help button at the bottom of the screen.

       7.  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.

          3. Tax 1 Code (and Tax 2 field): Indicate whether a tax field will be present for this expense type (set up in Taxes) 
       8. Per diem Hours Enabled: Only shows up if format type is set to "Meals Per Diem Only"
          1. Yes - When Per diem expense type requires tracking of user actual time out of the office.
        Note: Once Save.
       1. 2. No - By default the field will be set to No but keep as No if user does not need to track the actual time out of the office.

             Info
             Once the field is selected and saved the value can no longer be updated.

    4. In the Meals Provided field (optional), when enabled, will show breakfast, lunch and dinner options in the application. 
    5. In the Full Day, Three Fourths Day, Half Day and One Fourths Day fields (optional), when enabled, will show in the application. 
    6. In the Default First Day field, select All Day, 3/4 Day, Half Day or 1/4 Day.
    7. In the Default Last Day field, select All Day, 3/4 Day, Half Day or 1/4 Day.
    8. 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.
    9. 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. 
    10. In the Expense EXPRESS Icon field (optional), select an icon to show for your expense type.

    11. 1. 1. 
              

        1. 1. Meals Provided:
              1. Yes: If a user is allowed to indicate if any of the meals during the day were provided, and the applicable deductions will apply to the daily per diem rate, In some cases this field used to indicate which meals a user actually took during the date and the rest of the meals can be deducted from the daily meals per diem rate
              2. No: If a user does not have an option to indicate if any of the meals during the travel day were provided. 
           2. Meals Provided Label: Enter in a label "Meals Provided" or "Meals Taken", to match with the setup
           3. Full Day: Enter in a label to be shown to the user and also check the box "Enabled" if the option will be available for users to choose from for Out of Office. This indicates for how long a user was traveling, fully day or part of the day. This is based on the Allowance Rule setup. Applicable deductions may apply if it was not a full day
           4. Three Fourths Day: Enter in a label to be shown to the user and also check the box "Enabled" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup. Typically this field is used for the 1st/last day of travel where 75% percent auto deduction may apply
           5. Half Day: Enter in a label to be shown to the user and also check the box "Enable" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup.
           6. One Fourth Day: Enter in a label to be shown to the user and also check the box "Enable" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup.
           7. Default First Day*: Select a value from the "Out Of Office" options to default on the first day of travel (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above), the default option could be set to automatically deduct 25% from the full daily meal, just because it is a first day and it does not count as the full day of travel. For example, customers will configure 3/4 fay option with 75% allowance rule and will default this option as the first day of travel. a corresponding allowance rule needs to be setup.
           8. Default 1 Day*:  Select a default value from the Out of Office options  (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above) if the travel was a 1 day travel, typically if the duration is not more than a day, then a full per diem is not granted and a corresponding allowance rule needs to be set up.
           9. Default Last Day*: Select a value from the "Out Of Office" options to default on the last day of travel (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above), the default option could be set to automatically deduct 25% from the full daily meal, just because it is the last day and it does not count as the full day of travel. For example, customers will configure 3/4 fay option with 75% allowance rule and will default this option as the last day of travel. a corresponding allowance rule needs to be setup.
    12. Click Save to save this Expense Type.

    If Per Diem Hours Enabled is set to Yes, once the expense type is saved an additional tab, Per Diem Hours Enabled will appear. 

    Begin by clicking the tab then enter the details below

    1. Out of Office:  Select an option from the drop-down menu that indicates the duration of the user's time away from the office
    2. Out of Office Hrs Min: Enter the minimum number of hours of travel time required to qualify for this per diem rule
    3. Out of Office Hrs Max: Enter the maximum number of hours of travel time required to qualify for this per diem rule.
    4. Description: Enter in a description to further identify this per diem rule

    * Indicates a required field