Expense Types

Created by Kamiworkforce Support Admin, Modified on Wed, 21 Jun, 2023 at 3:00 PM by Alaika Dimagiba

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 default setup on the system, it can be configure by the KAMI Tech team only
  • 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
  • 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 (Regular, Contractual/Project Based, Probationary, etc)
  • 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 - select if request submission will be restricted per Monthly, Quarterly, Semi-Monthly, or Yearly
  • Time Frame- select Calendar or Hire Date
  • Calendar - The limit will be renewed at the beginning of the month/year (based on the period you choose)
  • Hire Date - The 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, you may follow this Adding Vendors article for your guide


Once done with the configuration, SAVE it to let employees use the expense type when filling reimbursements.



Setup Expense Types in Bulk

Expense > Settings > Expense Types > Import


Step 1: Import - Download the template



Step 2: Edit the downloaded file - Fill out all necessary information on the template. Follow the details above for your guide



Step 3: Import file - go back to the Expense Type > Import and browse the file


Once done importing, there will be an email and browser notification that import process is complete. 
If Success, it will state how many files were successfully uploaded. If Failed, a detailed report will be provided to your email so you can make amendments.


If you want to have a list of all the Expense type details on your account, simply select Export

 


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


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