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How to Set Up Expense Types
How to Set Up Expense Types

Guide on how to set up expense types

Yuvo-san avatar
Written by Yuvo-san
Updated over a week ago

As an admin, you can set up different expense types for your company. The steps are as follows:

1. Create a new expense type OR add an expense type from gallery
2. Edit the expense type

3. Assign to employees

Creating a new expense type

Click on "Create" under New Expense Type to create a custom expense type.

Proceed to edit the expense type.

Adding an expense type from gallery

Click on "Add" under From Gallery to choose from a pre-existing list of expense types.

Select any of the pre-populated expense types.

Select Clone.

Editing the newly created expense type

In the 'Add Expense Type' window, there are various fields for you to fill in or edit.

  • Name: Expense type name is a mandatory field

  • Description: The description can be provided for the expense type

  • Currency: Choose the currency for the expense type

  • Default Tax: Preselected for this expense type when the employees apply for it.

  • Allow employees to modify Exchange Rate while applying expense: If checked, admins need not set the exchange rate in the expense settings for claims in foreign currency as employees will be able to do it themselves

  • Tracking: Used for personal tracking or use with another integrated payroll/expense management SaaS such as Xero

    • Categories: Type in any keyword that you might want the expense type to be identified with

    • GI code

    • Payroll code

  • Validations

    • No Receipts Required

    • Receipts Required For All

    • Receipts required if amount above: Receipts need to be uploaded based on amount set by admin

    • No Approval Required

    • Approval Required For All

    • Approval required if amount above:

    • Max expense age (days): The number of days after which an employee can no longer submit a claim (to prevent submitting of claims for very old expenses)

  • Reimbursable: Choose whether the expense type is non reimbursable, reimbursed via payroll, or reimbursed manually.

  • Allow Co-Pay: Tick the box and set the amount that the employee has to co-pay

  • Set limits: Tick the box if you wish to set limits

  • Allow employees to apply expense beyond limit, but reimburse only till limit: Tick this to allow employees to apply beyond their limit, but cap the reimbursed amount to the limit

  • Adding New Expense Limits

    • Type: limits per request/day/month/calendar year

    • Amount: limits the amount the employee can claim

    • Applies to: limits apply to all employees/all employees except/select employees/select departments/select work locations

Be sure to click on the Save button when you are done.

You can now proceed to assign these expense types to your employees.

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