Administrators can create, review, change, and submit expense reports for any employee.
This screen allows the ability to change any employee's expense report. The options on this screen are nearly identical to what a typical user would see when filling out their expense report. However, because this is an administrative screen, you have the ability to select any employee's expense report and change or submit it on their behalf.
Note: Because this is an administrative screen, when expense approvals are enabled, selecting the submit button will submit and automatically approve the employee's expense report.
There are two parts to an expense report. The first includes general information about the report (i.e. an overall name, a date for the overall report, tracking ID, etc). The second part includes one or more expense items. Each expense item will contain information regarding the expense incurred (expense type, payment method, description, amount, reimbursable status, etc.).
The Expense Report screen also contains a box displaying the calculated expense items (reimbursable, non-reimbursable, etc.) and calculates the total reimbursement. Positive reimbursements are what the company owes the employee while negative reimbursements are what the employee owes the company. The reimbursement summary on the report shows how these amounts are calculated.
General Expense Report Information – Options and field descriptions #
Employee – Displays the name of the employee whose expense report you are modifying. To select a different employee select the 'Select a Different Employee' link.
Report Status – Displays the report status (locked, unlocked, submitted, approved, etc.). If expense approvals are enabled this will display the current approval status.
Report Name – Provide a name for the expense report.
Report Date – Provide a date for the report. This date is primarily used for locking down the expense report for billing purposes. Individual dates will be supplied for expense items.
Accounting ID – This optional field simplifies the exporting of data to an accounting package. When supplied, the Accounting ID acts as a code or cross-reference to related data located within an external accounting package.
Comments – You may specify any comments regarding the report overall in this field. Comments regarding individual expense items should not be made in this comment field but instead in the comments field for the expense item. This field is optional.
Creating an Expense Report #
- Browse to Admin, select Expenses, and then select Administer Expense Reports.
- Select an employee from the list provided.
- Select Continue.
- Select New to create a new expense report or select an existing expense report from the list.
- Provide a name for the overall expense report.
- Provide a date for the overall expense report.
- Provide any additional data in the remaining optional fields.
- Select Save.
Tip: The next step in creating an expense report is to add expense items. To continue the steps for 'Creating an Expense Report' proceed to step 5 in the 'Adding an Expense Item to an Existing Expense Report' below.
Expense Item Information – Options and field descriptions #
Note: Create and save the expense report before adding expense items.
Employee – Displays the name of the employee whose expense report you are modifying. To select a different employee select the 'Select a Different Employee' link.
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' step 8, you may proceed directly to step 5 below.
- Browse to Admin, select Expenses, and then select Administer Expense Reports.
- Select an employee from the list provided.
- Select Continue.
- 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.
Submitting an Employee's Expense Report #
Note: Expense approvals must be enabled to complete the following steps.
- Browse to Admin, select Expenses, and then select Administer Expense Reports.
- Select an employee from the list provided.
- Select Continue.
- Select an existing expense report (that has not yet been submitted for approval) from the list provided.
- Select the Submit button to submit the employee's expense report.
Note: Because this is an administrative screen, when expense approvals are enabled, selecting the submit button will submit and automatically approve the employee's expense report.
Tip: When the submit button is pressed the expense report is automatically saved prior to submitting. If there are any errors on the expense report you will be notified, however, the expense report will not be saved nor will it be submitted. The information bar will inform you if the expense report was successfully submitted.