New Expense Claim

Navigation:

Time & Expenses > My Expenses > New Expense Claim button

Weekly Timesheet > Menu Button > Create Expense from Line Details (to create a duplicate expense from the current expense claim)

New Timesheet Line > Save and Add New Expense button

Staff Expenses > Menu button > Ditto Expense (to create a duplicate expense from the current expense claim)

Access Right:

Staff Expenses Entry > Enter Expenses in Timesheets

Control Parameters:

There are several Control Parameters applicable to this topic. Each are documented in the Data Entry section below.

 

Purpose

This option allows you to create and edit expense claims.

 

Data Entry

The exact layout of your expense claim page may different as some of the fields are configurable by your system administrator.

Option

Description

Message

The system can be configured so that new expenses cannot entered if the staff member's timesheet is not up to date. Click here for details. If this is the case a warning message may appear here.

Date Expense Incurred

The date of the claim. This should be the date the expense was incurred, not the date of entry.

The date of the expense should match the receipt date.

Note NOTE: There may be a limited time-frame for you to enter your expense claims.

Please refer to the Windows Application > Setups > Control Codes > Control Parameters > Expenses tab page > Maximum age for expenses in days (zero means no limit) option.

Project and Task

Note NOTE: The task-less projects always allow expenses to be booked to them. However, tasks must allow staff expenses to be booked to them (refer to Edit Task Definition).

The project and task defines the project and task the cost is attributed to.

Expense Code

Users may have a default mileage code defined against their staff record. In this case it may also be set and not editable. Refer to the Expense Entry section on your Staff Timesheet Preferences for more details.

If you are not restricted to a single mileage code, then select the appropriate one for your journey.

Note NOTE: Please note you do not have to make the distinction between claims under or over the 10,000 miles per year limit, Timemaster can automatically calculate the correct rate. Refer to Expense Codes for more details.

Description

Enter a brief description of the expense.

Note NOTES: This option will be disabled if the option Prevent the expense description from being altered during expense entry option is ticked on the Expense Codes setup.

If the Control Parameter > Expenses > Pre-fill expense description from expense code description is ticked the system will populate the description with that stored against the expense code.

Purpose

Note NOTE: This will be mandatory if the Control Parameters > Expenses tab page > Force an expense purpose reason to be entered for Mileage is ticked.

Enter the purpose for justifying the expense. For example, site visit, training etc. This provides additional information to the approver in justifying the expense and provides additional information to assess whether the expense is chargeable to the client.

Qty

The Qty text box will only be shown if the Expense Code (previously entered) has a unit cost and a quantity is required for the expense type. If the type of expense does not have a unit cost, the quantity and unit cost will not be shown.

Unit Cost

The unit cost will show the price of each unit of the expense type. i.e. Printing A4 may be charged at £1 per sheet so a Qty of 100 sheets would result in an expense of £100.

If the type of expense does not have a unit cost, the quantity and unit cost will not be shown.

Amount

This is the value of the expense claim. Depending on the expense type this will be calculated automatically (e.g. price per unit items) or the user may be required to enter the value manually (e.g. travel costs)

Do you have a receipt?

Check this box if you have a receipt.

If no receipt is available you must enter a reason in the No Receipt field. Un-receipted expenses are likely to be scrutinised.

Receipt No

An identification number you have written on the receipt to link it to this expense. If you are attaching a scanned receipt then you can leave this option blank.

Upload Receipt Scans

Note NOTE: This is only available if the option Allow scanning of receipts is ticked on the Expense Entry section of the Staff Timesheet Preferences page.

If you have a digital copy of the receipt i.e. scanned copy or photograph you can upload it so it is available to Finance to backup your claim.

Is it a VAT receipt?

Check this box if you have a VAT receipt.

If the expense type is not subject to VAT (indicated by settings within the expense type set-ups) this check-box may be disabled.

Approval Status

Only shown when editing an expense.

Entered

Expense has yet to be Approved.

Approved

Expense has been Approved.

Rejected

The Approver has rejected the expense claim - check the Query Reason for details why this has been rejected.

Finance Status

Only shown when editing an expense.

Un-checked

Expense has not yet been checked by finance.

Checked

Expense has been checked by finance.

Flagged Reason

Only shown if the expense has been flagged. Refer to Flagged and Queried Expenses for more details).

Query Reason

Only shown of the approver or checker has queried the expense claim.

The reason why the expense claim was rejected by the Approver or Checker.

Justification Reason

Entered by the staff member to justify a queried expense.

Has the expense been purchased on a company credit card?

Note NOTE: This is only available if the option Company credit card for expenses is ticked on the Expense Entry section of the Staff Timesheet Preferences page.

This option records if the expense transaction was made using a company credit card. If it was, this expense will be excluded from being reimbursed to the staff member.

Is this expense chargeable?

Note NOTE: Requires the access right Staff Expenses Related Functions > Change Chargeable Expense Flag

The system will place a tick in this option if the expense is marked as Chargeable or Depends on Task Setting (refer to Expense Codes) and the task the expense is being booked against is marked as Chargeable (refer to Edit Project Charging Parameters for projects or Edit Task Fee for tasks).

 

If this is ‘ticked’ the expense will appear in the WIP and will be invoiced to the client.

If you do not see this checkbox and you need it, then ask your system administrator to add the "Change Expense Chargeable" access right to your login account.

Chargeable Uplift %

Note NOTE: The expense may carry a default Chargeable Uplift percentage (refer to Expense Codes for details).

If the expense is to be uplifted enter the %age uplift here.

Notes

On some expenses the entry of notes may be required in order to justify claim the expense. For example, entertaining may require you to enter the names and company details of people being entertained.

Currency

Note NOTE: This is only available if the Multi Currency Functionality is registered.

The expense currency.

 

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