Each expense item records one purchase, mileage entry, or other reimbursable or billable cost.
Entering an expense item is the next step in creating an expense report. To complete the steps below you must have already created an expense report with the basic expense report information (name and date). See Create an expense report for more information.
Expense Item Information – Options and field descriptions #
Note: Create and save the expense report before adding expense items.
Expense Report – Displays the name of the expense report you are editing. When applicable, expense report status information is also displayed here (i.e. locked, unlocked, submitted, approved, etc.).
Date – Provide a date the expense item was incurred.
Expense Type – Select the appropriate expense type for the expense item you are entering or modifying. For more information on expense types, see Expense types.
For expense types related to mileage, the following field will appear: Mileage – Provide the number of miles traveled. The "amount per mile" that will be used to calculate the billing information for the mileage entered is displayed next to this field. For more information on setting the "amount per mile", see Expense types. For expense types not related to mileage, the following fields will appear: Amount – Enter the amount for the expense item. Select the currency the expense was incurred in. Billing information will be automatically converted to your system's native currency. For more information on setting your system's native currency, see General settings. Exchange Rate – When a currency other than your system's native currency is selected the Exchange Rate box becomes available. You may select 'Lookup Exchange Rate', if the automatic exchange rate is available, or specify an exchange rate in the space provided. When using foreign currencies with expense items, select the currency you used to pay for the item and then provide the exchange rate used to convert it to your company's native exchange rate. The billing information will automatically be calculated using your company's native currency. The converted value will also be displayed in system reports (i.e. the expense item's foreign currency will be converted to your company's native currency in system reports).
Payment Method – Select the appropriate payment method for the expense item you are entering or modifying. For more information on payment methods, see Expense payment methods.
Description – Provide a short description, or name, of the expense item.
Project – If applicable, select a project from the drop-down box. When a project is selected, billing information will be rolled up to the project and client (or department) levels.
Reimbursable? – Indicate whether or not the expense item is a reimbursable expense.
Tip: Reimbursable Expenses are expenses that your company would pay you back for (i.e. hotel, travel, conference fees, meals, etc.). Non-Reimbursable Expenses are expenses that your company would not pay you back for (hotel mini bar items, souvenirs, alcoholic beverages, etc.).
Reimbursable items that are paid for with a company credit card should still be marked as 'Reimbursable' so that the system calculates the employee reimbursement properly. Non-reimbursable items that are paid for with a company credit card will be billed to the employee and deducted from their reimbursement amount.
Billable – Indicate whether or not the expense item is a billable expense.
Tip: Billable Expenses are expenses that you would bill a client for. Non-Billable Expenses would not be billed to a client.
Expense Receipts – Up to 5 receipts may be uploaded for each expense item.
Comments – If necessary, provide any comments regarding the expense item.
Adding an Expense Item to an Existing Expense Report #
Tip: If you are continuing from the previous, Creating an Expense Report, you may proceed directly to step 3 below.
- Browse to Expenses, and then select My Expense Reports.
- Select an existing expense report from the list provided.
- Select New Expense Item.
- Provide a date for when the expense item was incurred.
- Select the appropriate expense type from the list provided.
- Provide the mileage (for expense types related to mileage) or amount, currency and exchange rate information (for expense types not related to mileage).
- Select the appropriate payment type from the list provided.
- Provide a short description, or name, for the expense item.
- Provide any additional data in the remaining optional fields.
- Select Save.