Expenses

The Expenses add-on allows your budget holders to spend their recognition budget on a recognition related expense that is outside of the system. For example, if they want to send some flowers, chocolates or go out for something to eat/drink.

Budgets holders cannot claim for just anything - the expense must be connected to a recent recognition (e.g. within the last 30 days).  This time period can be configured by you, and you define the types of suppliers/expenses that are eligible (e.g. restaurant, flowers, etc.).

How to setup expenses

Step 1 - Configure expenses

1. Login to your Administrator account (must be the primary account or technical user)
2. Click System Settings
3. In the left-nav menu, select Expenses (contact your account manager if you don not see Expenses)
4. On the sub-menu, select Configuration
   1. In the Expenses drop down menu select Enabled
   2. In the Max Spend Value Per Person box, enter an appropriate value
   3. In the Terms and Conditions box, enter any restrictions you want to apply (this must be agreed by the budget holder when submitting an expense)
   4. In the Max Recognition Age box, check/update the default value
   5. In the Approval Grace Period box, check/update the default value
5. Click the Update Settings button

Step 2 - Create supplier types

1. In the left-nav menu, select Expenses
2. On the sub-menu, select Expense Supplier Types
3. Click the Add Expense Supplier Type button
4. In the Supplier Types box, enter a type of supplier/expense (e.g. restaurant, flowers, etc.) that is eligible for expense reimbursement
5. Click Add Supplier Type button
6. Repeat to add additional supplier types

How to view expenses

• Login to your Administrator account
• Click the Add-ons on pull-down and select Expenses
• Click the View button next to each expense to view the details