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
- Login to your Administrator account (must be the primary account or technical user)
- Click Add-ons, select Expenses (contact your account manager if you do not see Expenses)
- Click Get Started
- Expenses - Select Enabled
- Max Spend Value Per Person - Enter an appropriate value
- Terms and Conditions - Enter any restrictions you want to apply (this must be agreed-to by the budget holder when submitting an expense)
- Max Recognition Age - Check/update the default value
- Approval Grace Period - Check/update the default value
- Click Submit
Step 2 - Create supplier types
- Login to your Administrator account (must be the primary account or technical user)
- Click Add-ons, select Expenses
- Click the Settings cogwheel
- In the left-nav menu, click Supplier Types
- Click the Add Expense Supplier Type button
- Supplier Types - Enter a type of supplier/expense (e.g. restaurant, flowers, etc.) that is eligible for expense reimbursement
- Click Add Supplier Type
- 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
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