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. Expand Expense by clicking on the plus sign.
2. Click Expense Type
3. Click on theicon to add a expense type.
4. In the drop down menu, select Fixed/Mileage Rate. 
5. Fill in the following fields:
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
   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.
   4. Restrict Access: 
      1. Yes (Check the box)  - If the expense type will be restricted based on OBS or WBS assignment. This can pertain to a specific group or individual.
      2. No (Leave box unchecked) - If the expense type will be available for all. 
   5. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
   6. 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.
   7. Expense Group*: Select the expense group from the drop down associated with the expense type.
   8. 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.
   9. Reimbursable*:
      1. Not Reimbursable to Employee - If the expense type should never be reimbursable, regardless of payment type.
      2. Reimbursable to Employee - If the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).
   10. City*: 
       1. Yes - If employees must select a city when entering this expense type.
       2. No - If no city field will appear for selection when employees enter this expense type.
   11. 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.
   12. 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.
   13. 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 name.
       5. Required Attendee, Title, and Company - If user is required to enter the attendee name, title, and company name.
       6. Optional - Attendees field will be avaiable for user to input information but will be optional.
   14. 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.
   15. 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. 
   16. Tax 1 Code: Indicate whether a tax field will be present for this expense type (set up in Taxes)
   17. Tax 2: Indicate whether a tax field will be present for this expense type (set up in Taxes)
   18. Unit Label: Enter in a label for the Fixed/Mileage field.
   19. 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.
   20. 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. 
   21. 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. 
   22. Online Help - connect a website to the application through the help button at the bottom of the screen.
   23. 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. 
   24. Expense EXPRESS - Select the icon that will be displayed on Expense Express menu.
   25. 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 numbr 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.
6. Click Save to save this Expense Type.

* Indicates a required field