System Options - Expenses

This page contains all the settings to configure Expenses in Employee Self-Service Kiosk.

 

Expense Definitions

 

• Click Add New to setup an Expense Definition.
  Definitions may be setup per Company or per company Departments.
  By Department refers to an employee’s home Department – that is set on the employee’s Conditions of Employment tab in Ready Pay.

• A list of active Employee Self-Service Kiosk groups are provided and must be selected for all groups which are to use the expense definition.

• Check the Email box and provide an Email to address if a contact/approver is to be notified upon the employee requesting an expense.

• Check the boxes for Display Expense Notes (Requester) and/or Display Expense Notes (Approver).
  Checking either box will include these notes on expense notification email.

• Click Update to Save or Close to discard changes.
• Once saved, an Expense Items tab appears.
  Select which Expense Items are to be made available to this expense definition and Update to save.
  

Note: Types and Items (and the pay items for Item) must be added and active before items are available for for selection in expense definitions.

 

Expense Types

 

• Expenses Types are a grouping of expense items.
• In the example above, expense types were created for Office Supplies and Travel.
• Expense Types must be created first before creating Expense Items.

 

Expense Items

Add any Items to be selected to display in Expense definitions.

 

• Click Add New to create a new Item or the Edit icon in the Action column to edit an existing item.

• A pre-existing Type must be selected and Note is optional.

• Tick the Active check box for the Item to be available for selection in the Timesheet definition.

• If the expense item is to be exported to Ready Pay, the Pay Item must be selected for each relevant company.

• If the rate entered in the expense request is to be included in the export file, check the Inc Rate in export check box,
  if the pay item has a fixed rate in Ready Pay, leave the box unchecked and only the units will be exported.

• The Expense Items tab allows the Unit of Measure to be selected for display in Employee Self-Service Kiosk, whether GST should apply and optional Description.

 

Expense Reasons

 

• Expense Reasons can be anything and are not integrated with Ready Pay.
• The example above shows 2 different types of reimbursements – one for a Credit Card Statement provided as evidence and another of a receipt provided as evidence.
  
  

Expense Options

 

 

• Set an optional heading for Expenses and whether the employee name and date range should be included.
  These will be used for email notifications.

• The Expense Details section determines the widths of columns in % terms.

• Checking the Manager Entry check box allows manager/approvers to enter expense items on their employee’s expense requests.