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 arrow .
2. Click Expense Type
3. Click on the  icon 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. Expense Group*: Select the expense group from the drop down associated with the expense type.
   5. 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).
   6. Icon: Select an icon for this expense type
   7. 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. 
   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. 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.
   10. 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.
   11. 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.
   12. 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.
   13. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
   14. 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.
   15. 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. 
   16. Online Help - connect a website to the application through the help button at the bottom of the screen.

   17. 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.

   18. Tax 1 Code: Indicate whether a tax field will be present for this expense type (set up in Taxes)
   19. Tax 2: Indicate whether a tax field will be present for this expense type (set up in Taxes)
   20. 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.
   21. 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.
   22. 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.
   23. Unit Label: Enter in a label for the Fixed/Mileage field.
   24. 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.
   25. 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.
   26. 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. 
6. Click Save to save this Expense Type.

* Indicates a required field