Setting Up Expense Reimbursement Categories and Accounts

1.   Click the Manage CategoriesManage Categories button.

The Edit Expense CategoriesEdit Expense Categories page displays.

2.   Click the Add CategoryAdd Category button.

A new category line appears at the bottom of the Category Name table.

3.   Enter the name of the new expense category in the text box.

Note: You may inactivate any category by changing its status to Inactive. This will make the category unavailable to employees for selection. You may later change the status back to Active to allow employees to access it again by checking the Show Inactive Categories box and updating the status of the desired category.

4.   Repeat steps 2 and 3 until you have added all necessary categories.

5.   After adding categories as necessary, click the SaveSave button.

Result: Your categories are saved. The Expenses Account Setup page displays.

 

1.   Click the Add AccountAdd Account button.

The Edit Expense AccountEdit Expense Account page displays.

2.   Enter the General Ledger account number associated with reimbursements for the expense you are setting up in the GL Account # field.

Notes:

• Reimbursements to employees for this expense will be drawn from this account. This must be a valid general ledger account number.
• The system will permit you to designate the same GL Account number for multiple expense accounts. For example, you may designate expense accounts Airfare, Car Rental, and Tolls with the same GL Account number.

3.   Select whether to make the new account initially Active or Inactive in the Status drop-down box.

4.   Select the category for this expense from the Category drop-down box.

Note: You must create expense categories before you can assign them to expense items.

5.   Enter the type of expense in the Type text box (for example: hotel, meals, and airfare might be accounts belonging to a "Business Travel" expense category).

6.   If employees will use this expense account to request reimbursement for mileage accrued while traveling on company business, make the appropriate selection in the Mileage drop-down list and enter the amount to be paid for each reported mile (and the effective date associated with the rate).  If the rate is set to or has already changed, click the Add Mileage Rate button to enter the new rate and its effective date.

Notes:

• If multiple rates have been designated, the expense will be paid using the mileage rate that was applicable at the time of the incurred expense (the rate with the most recent effective date prior to the receipt date).
• Leave "Not Applicable" selected if this expense does not deal with mileage.

7.   If employees will use this expense to request reimbursement for moving expenses, select Taxable or Nontaxable from the Moving Expense drop-down list.

Notes:

• Selecting Taxable or Nontaxable will activate the Moving Expenses designation for this expense item and specify the appropriate taxability default (this default requires special reporting on IRS Form W-4).
• Leave "Not Applicable" selected if this expense does not deal with moving.

8.   After entering all necessary fields, click the Save button.

Result: Your new expense item is saved. The Expenses Account Setup page displays.

The expense accounts can be rearranged so that they are displayed to users in a preferred sort.  This is done using a drag-and-drop method.

1.   Click the drag handle icon () on the expense account row you are wanting to move.

Note: The icon is located to the left of the GL Account value and will appear when hovering over it. 

2.   While holding down the drag handle icon, drag the expense account to the new desired placement within the list.

Result: The Expense Account Setup page displays, with the new sort order.