Expense types define how employees enter different costs. Payment methods provide consistent payment choices and can control the default reimbursable value.

Create or edit an expense type #

Browse to Admin Expenses Expense Types.

Create an expense type for each category the organization needs to report or handle differently, such as airfare, mileage, lodging, or meals. Avoid creating nearly identical types unless they have different accounting rules or entry requirements.

1. Open the expense administration area.
2. Select Expense Types.
3. Create a type or open an existing one.
4. Enter the name and available accounting details.
5. Choose the amount behavior, defaults, and requirements.
6. Select Save.

Depending on account options, an expense type can:

• use a normal amount, mileage, or quantity,
• provide a unit rate,
• default Billable or Reimbursable,
• require a comment,
• require a receipt,
• and apply an expense limit.

Archive a type that should not be used for new items. Existing items retain their historical type.

Example: Mileage expense type #

An organization can create a mileage type that uses quantity and a unit rate. Employees enter the number of miles, and MindSalt calculates the amount while still applying any configured receipt, comment, billable, or reimbursable rules.

Create or edit a payment method #

Browse to Admin Expenses Expense Payment Methods.

Payment methods tell reviewers how an expense was paid and whether the employee should normally be reimbursed. Common examples include a personal card, company card, cash, or another organization-approved method.

1. Open Expense Payment Methods.
2. Create a method or open an existing one.
3. Enter its name and available accounting value.
4. If the page includes a Reimbursable default, choose whether expenses using this payment method should normally be reimbursed to the employee.
5. Select Save.

Keep names clear enough for employees to distinguish personal payment, company card, and other approved methods. Archive methods that should no longer be selected.

Review related expense settings #

Browse to Admin System Preferences Settings Expense.

Expense settings control the allowed date range, last editable date, and when a project is required. Configure those rules in Configure expense tracking settings, not on each type.

After changing a type or payment method, test an item that is billable and one that is reimbursable. Confirm that required comments, receipts, limits, mileage, quantity, and defaults behave as intended.

Troubleshooting #

• An archived type or payment method does not appear for new items.
• A required receipt or comment is enforced when the employee saves or submits the item.
• Project requirements come from account-level expense settings and can apply in addition to type rules.

Related articles #

• Add expense items and receipts
• Configure expense tracking settings
• Export expense receipts
• Manage employee expense reports