Other

Select Other for all other expense types such as Airfare, Gas, etc.

Other Expense Type:

Expand Expense by clicking on the arrow .
Click Expense Type
Click on the Add button.
1. Format Type*: Select Other
2. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
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. Depends on payment type (DOES NOT apply to Mileage/Fixed Rate) - If the expense should be reimbursed based on whether or not the payment type used is reimbursable. This does not apply to a mileage/fixed rate expense type because there is no payment type tied to those line items.
  3. Reimbursable to Employee - If the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).
6. Breakout Type*:
  1. Meals-Breakfast - If this expense is a meals expense type and need to see the additional setup fields such as tips and attendees, in addition if you would like to setup deductions from per diem based on this expense.
  2. Meals-Dinner - If this expense is a meals expense type and need to see the additional setup fields such as tips and attendees, in addition if you would like to setup deductions from per diem based on this expense.
  3. Meals - If an expense type is a meals expense and you would like to see the associated configuration fields, such as tips, attendees etc.
  4. Lodging - If using the Lodging Per Diem Only format.
  5. General - Use for all other non meal and non-lodging expense types
  6. Meals-Lunch - If this expense is a meals expense type and need to see the additional setup fields such as tips and attendees, in addition if you would like to setup deductions from per diem based on this expense.
7. Icon: Select an icon for this expense type
8. 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.
9. 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.
10. 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.
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 attachments are allowed on expense type line.
12. 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.):
  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.
13. Tip*: Field determines whether employees can specify the portion of a transaction that was recorded as a tip/gratuity.
  1. No - A field will not be available for users to enter a tip amount.
  2. Yes - A field will appear for this expense type for employees to enter a tip amount.
14. 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.
15. Itemize Charge*:
  1. Disabled - If the expense type does not need to be itemized.
  2. Required - If the expense type should always be itemized.
    1. For out-of-pocket expenses, users will only see this expense type when they use Itemize Out-of-Pocket option.
    2. For credit card expenses, users will only see this expense type when they click on Itemize on the transaction menu.
  3. Optional - If the expense type can be itemized, but it is not required.
16. 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.
17. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
18. 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
19. 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.
20. Online Help - connect a website to the application through the help button at the bottom of the screen.
21. Compute Tax Optional*: 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.
    4. Tax 1 Code (and Tax 2 field): Indicate whether a tax field will be present for this expense type (set up in Taxes)
22. 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.
23. 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.
24. Alcohol Tracking*: This field is only available if Breakout Type is set to any of the "Meals" type.
  1. Disabled - If alcohol tracking is not available.
  2. Reimbursable - If alcohol expenses can be itemized within this expense type and their amounts will be reimbursable to the employee.
  3. Non-Reimbursable - If the alcohol expenses can be itemized within this expense type and their amounts will be non-reimbursable to the employee. Fill in the following fields:
Click Save to save this Expense Type.

* Indicates a required field