Expenses > Settings > Expense Types

Expense Types define what items can be claimed by employees, with the following characteristics.

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General

Add basic information for the Expense Type.

• Description - notes to help understand what type of expense apply 
• Type - select if Medical, Client, Event, Office Supplies, Disposables

Type is a standard options in the system.

• Accounting Classification - automatically classifies expenses for easy export to your accounting system:

• Operating expenses - will appear in your profit & loss
• Capital expenses - are capitalized as assets
• Administrative - expenses related to utilities, etc.; will also appear in your profit & loss
• Marketing - will also appear in your profit & loss
• Sales - will also appear in your profit & loss
• Maintenance - tagging the expense related to repairs; will also appear in your profit & loss
• Personnel - i.e., salaries, fixed wages, benefits; this will appear in your indirect cost of production
• Facility - i.e., rent; this will appear in your prepaid asset account if it was paid quarterly, semi-annual or annually. Otherwise, this can also appear under current liabilities if your expense is recorded in the same period in which it was incurred
• Entertainment - will also appear in your profit & loss

• Cost Center - allow expenses to be grouped for budgeting and reporting purposes
• Receipt Required - require a receipt to be attached upon claim submission
• Receipt Backdate - setting a receipt limit time in submitting the expenses
• Client Expense - simply a tag to quickly filter out all costs that the company must pay and those that may be passed on to clients
• Description Required - mandates a description to be provided for each expense claim.
• Exclude Probation Period - restrict probationary employees on selecting the expense type

Assignment

Select a specific employee or group to view this expense type.

• Profile - select individual employees

Selecting specific profile means this Expense Type will only be available to them.

• Employment Type - select based on the employment type of employees
• Position - select based on Positions
• Group - select based on Establishing Groups

Limits per Claim

Adding claim amount restriction per request.

• Per Claim Limit - restricts submission of a single expense above the limit
• Per Clients Attending - limit on reimbursement amount per client attending 
  • Max Client Attending - limit the number of clients attending
• Per Employee Attending - limit on reimbursement amount per employee attending
  • Max Employees Attending - limit the number of employees attending

Limits per Period

Add claim submission restriction per request.

• Period - if request submission will be restricted per Monthly, Quarterly, Semi-Monthly, or Yearly
• Time Frame - if Calendar or Hire Date

• Calendar - limit will be renewed at the beginning of the month/year (based on the period you choose)
• Hire Date - limit will be renewed in accordance with the Hire Date

• Frequency - determines how many times the limit will renew depending on the Period and Time Frame

For example:
Frequency is 1 - If you choose Yearly Period and Calendar Time Frame, then the limit will be renewed once a year
Frequency is 2 - If you choose Monthly Period and Calendar Time Frame, then the limit will be renewed every two months

• Total Budget - the total budget shared by employees that can be reimbursed

For example:
10,000.00 budget will be shared by all employees. They cannot use the expense type once the budget has run out.

• Employee Fixed Limit - the total amount that can be reimbursed per employee

Employee Contributions 

• Excess - amount Employee must bear. Reimbursement exceeding the excess amount will be shared by the Employer & Employee 
• Co-pay (%) - the amount above excess that must be borne by the employee

Expense Vendors

Restrict Reimbursement filing to approved Vendors by selecting it.

To add accredited vendors, follow Adding Vendors article for guide.

Approvers

Assign specific approvers for each expense type, streamlining your approval workflow.

• Replace Approvers (Checked) - the approval workflow will be based solely on the expense type. When an employee submits a claim and selects an expense type, the approver assigned to that type will handle the approval, regardless of what is set in the employee's profile Team Org.
• Replace Approvers (Not Checked) - both the employee profile expense approver and the expense type approver will be combined in the approval process. In this case, the claim will pass through both sets of approvers, potentially creating multiple approval stages.

That's it you have successfully created your Expense Type!