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.