Managers can create, review, change, and submit expense reports for their employees when access allows it.
This screen allows the ability to change any employee's expense reports you are designated as the manager for. 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 a manager screen, you have the ability to select any of your employees' expense reports and change or submit them on their behalf.
Note: Because this is a manager 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 #
- Select the Expenses tab -> Manage Expenses.
- 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.
After you choose an Expense Type, MindSalt displays the fields for Amount, Mileage, or Quantity that apply.
Mileage – For a mileage expense type, enter the number of miles traveled. MindSalt displays the configured rate per mile and calculates the amount automatically. For more information, see Expense types.
Quantity – For a quantity-based expense type, enter the number of units. MindSalt displays the applicable per-unit rate and the unit label when configured, then calculates the amount automatically as quantity × rate. Enter the quantity, not the final amount.
Amount – For other expense types, enter the amount for the expense item and select the currency in which the expense was incurred. When you select a currency other than your system's native currency, the Exchange Rate box becomes available. Select Lookup Exchange Rate, when available, or enter an exchange rate. MindSalt converts billing information and system-report values to the company's native currency. For more information, see General settings.
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.
- Select the Expenses tab -> Manage Expenses.
- 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.
- Enter the Amount, Mileage, or Quantity shown for the selected expense type. For a quantity-based type, enter the number of units and review the displayed rate; MindSalt calculates the amount automatically.
- 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.
- Select the Expenses tab -> Manage Expenses.
- 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 a manager 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.