Other

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

Other 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 Other.
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 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.
    • 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 Breakout Type field,
    • Select General if using a fixed rate or other format.
    • Select Meals if using the Meals Per Diem Only format.
    • Select Lodging if using the Lodging Per Diem Only format.
    • Select Meals - Breakfast, Lunch, or Dinner if you are creating a meals per diem expense type allowance for each meal type.
14. 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.
15. The Currency field determines whether employees need to specify a currency with the amount provided. If the currency field is disabled, the default employee currency will be used. If the currency field is enabled, users have to select a currency. Also, an exchange rate field will appear.
16. 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.
17. In the Track Attendee field,
    1. • 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.
18. 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. 
    
19. In the Itemize Charge (Only for Credit Card) field:
    
    • Select Disabled if the expense type is not used with credit card payment types.
    • Select Required if the expense type should always be itemized to at least one expense type when using a credit card payment type.
    • Select Optional if the expense type can be itemized, but it is not required, when using a credit card payment type.
20. The Tip field determines whether employees can specify the portion of a transaction that was recorded as a tip/gratuity. Select Yes or No.
21. The Attachment field determines whether or not attachments (such as receipts) can be associated with this expense type.
22. In the Tax 1 Code field (and Tax 2 Code field), indicate whether a tax field will be present for this expense type (set up in Taxes)
23. In the Original Compute Tax field, select Yes or No.
24. 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.
25. 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.
26. 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. 
27. In the Expense EXPRESS Icon field (optional), select an icon to show for your expense type.
28. Save.