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.).

Note

  • This add-on is only available if you are running a financial program, using the Pro model and running in a single country
  • To enable this add-on, you must contact your account manager

 

How to setup expenses

Step 1 - Configure expenses

  1. Login to your Administrator account (must be the primary account or technical user)
  2. Click Add-ons, select Expenses (contact your account manager if you do not see Expenses)
  3. Click Get Started
    1. Expenses - Select Enabled
    2. Max Spend Value Per Person - Enter an appropriate value
    3. Terms and Conditions - Enter any restrictions you want to apply (this must be agreed-to by the budget holder when submitting an expense)
    4. Max Recognition Age - Check/update the default value
    5. Approval Grace Period - Check/update the default value
  4. Click Submit

Step 2 - Create supplier types

  1. Login to your Administrator account (must be the primary account or technical user)
  2. Click Add-ons, select Expenses
  3. Click the Settings cogwheel
  4. In the left-nav menu, click Supplier Types
  5. Click the Add Expense Supplier Type button
  6. Supplier Types - Enter a type of supplier/expense (e.g. restaurant, flowers, etc.) that is eligible for expense reimbursement
  7. Click Add Supplier Type
  8. 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

Good to know

  • This process is only used for noting expenses related to recognitions, it does not actually reimburse the submitter
  • The expense submitter will still need to claim reimbursement through your standard payroll process

Was this article helpful?

1 out of 1 found this helpful

Comments (0 comments)

Please sign in to leave a comment.