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.
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
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.