Expense reimbursement administrator - How to configure an expense type and make it available to employees?

Configuring expense types is a crucial step in structuring the reimbursement process within your organization. This ensures transparent management, compliance with internal policies, and alignment with the specific needs of employees and managers. With precise configuration, you can not only streamline employees' procedures but also ensure rigorous expense control. 

Steps to Configure an Expense Type

• Access the Types of reimbursements module;
• Select the Expenses tab;
• Click on Add.

Caution, please note that any fields affecting the amounts of an expense cannot be modified afterward. If changes to these parameters are needed in the future, you will need to deactivate the relevant expense type and create a new one with the updated data. 

Fill Out the Form Fields as Follows:

• Organization: Displayed by default but can be modified using the dropdown menu to specify the relevant organization;
• Expense Type Name: This field describes the type of expense to be reimbursed (e.g., transportation, lodging, meals). Example, « Hotel » ;
• Description: Provide a clear description of the expense, such as « Lodging costs» for business travel; 
• Start /End Date: If not filled, the expense type will remain active as long as the Active toggle is enabled;
• Active Toggle: Enable to make the expense type available for employees, allowing it to be selected in reimbursement request forms;
• Taxable: Enable if the expense is taxable;
• Non-refundable alcoholic beverage: Enable this option if alcoholic beverages are not reimbursable for this expense type, per organizational policy;
• Non-tacable amount : Enable if a non-taxable amount (such as a tip) can be requested; 
• Minimum/Maximum Non-Taxable Amount: Define acceptable amounts. If a value is entered in this field, it represents the minimum/maximum amount that can be submitted for this expense type; 
• Fixed amount: Enter a fixed amount to be reimbursed regardless of the actual expense. If a value is entered, this amount will automatically appear in the reimbursement request form, and the employee cannot manually enter a different amount for this expense type;
• GST, PST, HST: Specify applicable percentages. If there are changes, deactivate the old type and create a new one;
• Approver: Default approvers are the organization’s managers. Specify a particular person if needed;
• Validator: Default validators are employees with the role Reimbursements – Validator;
• Payment code: Used for integration with Payroll & HR. This financial data links the expense to a specific payment code, ensuring accurate processing during payroll data integration ;
• Filter of budget codes: Facilitates selecting budget codes. This field applies a budget code filter to restrict selection when completing the form. Budget code data synchronized with your financial system ensures precise and up-to-date correspondence;
• Justification required: Enable if a supporting document is mandatory for this expense type.

Once the form is completed, click the Save button. Your created expense will then appear in the Expenses tab.