Fixed/Mileage Rate

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

For these types of expenses, a user simply enters a total number of units (such as miles or number of copies) and the total amount is calculated based on a rate per unit.

Fixed/Mileage Rate Expense Type:

1. Click on Expense to expand the menu.
2. Click on Expense Type.
3. Click the Add button in the Expense Type window.
4. In the Format Type field, select Fixed/Mileage Rate.
   
5. In the ID field, 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 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. In the Reimbursable field:
    • Select Reimbursable to Employee if the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).
    • Select Not Reimbursable to Employee if the expense type should never be reimbursable, regardless of payment type.
13. 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 employees must select a city when entering this expense type.
    • Select No if no city field will appear for selection when employees enter this expense type.
14. 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.
15. 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.
16. 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. 
17. In the Tax 1 Code field (optional), indicate whether a tax field will be present for this expense type (set up in Taxes)
18. 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.
19. In the Unit Label field (optional), fill in the field. 
20. In the Unit Options field, select Default Unit Amount equal 1 Only, Mileage/KM Options, Disabled or Enabled.
21. In the Unit Rate Type field, select a rate type.
22. 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.
23. 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.
24. 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)  
25. 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. 
26. In the Expense EXPRESS Icon field (optional), select an icon to show for your expense type.
27. Save.