Expense Charge Types
Use the Expense Charge Types screen to create charge types and set up rules for assigning or entering charge information to expense amounts.
Overview
Charge types define the rules for assigning charge information (UDT codes) to expense amounts for types of expense. In most cases, companies set up rules that provide automatic assignment of most charge information by the system, so the employees entering expense reports need not be concerned with entering correct charge information.
After you create one or more charge types for a type of expense, you assign them to the appropriate expense types on the Manage Expense Charge Types screen. A single expense type often has multiple charge types. For example, you may assign the following charge types to your Car Rental expense type:
- Direct Car Rental
- Bid and Proposal Car Rental
- Overhead Car Rental
- G&A Car Rental
When an employee enters an expense for car rental, Time & Expense determines which of these charge types applies and uses the rules set up in that charge type to assign, or prompt the employee to enter, the necessary charge codes.
Portions of Expense Amounts
When you create a charge type, you can set up separate charge defaults and rules for these portions of the total expense:
- Under Ceiling — The part of the expense amount that is under the authorized ceiling for the expense.
- Over Ceiling — The part of the expense amount that is in excess of the authorized ceiling for the expense.
- Unallowable — The part of the expense amount that has been classified as unallowable for the expense.
- Tax 1 — The first tax amount included in the expense amount.
- Tax 2 — The second tax amount included in the expense amount.
Location
To display the Expense Charge Types screen, complete the following step:
- Click .
Contents
Screen Fields
Field | Description |
---|---|
Code |
In Code, enter a unique code of up to 10 characters (letters or numbers) to identify the charge type. Each code must be unique. |
Description |
In Description, enter a short description of the charge type (up to 30 characters). You should make descriptions as short as possible and properly capitalize them, because they are used in drop-down lists and as column headings for reports and inquiries. Each description must be unique. |
Type |
The Type column displays the portions of expense amounts for which you are entering charge assignment information:
|
Billable |
Select the Billable check box for a row if the type of expense amounts are billed to a client or UDT02. Note: If you select this check box, any amounts to which the information in the row applies are summarized in the
Billable field on the overall expense report.
|
UDT01 - UDT15 |
If you want Time & Expense to get the value of the charge code from this charge type record, enter that value in the column for the charge code and select Charge Type in the ...Source column next to it. For example, if you want unallowed expenses to go to a specific UDT01, enter (or look up and select) that UDT01 code in UDT01, and select Charge Type in UDT01 Source. If you want Time & Expense to get the charge code value from a source other than this charge type record, do not enter a value for the charge code, and select the source in the ...Source column. |
UDT01 - UDT15 Source |
In each of the rows, use the drop-down list in the ...Source column for each UDT used for expenses to indicate where Time & Expense should get the default charge information for each portion of the expense amount. These are the options:
Note: Although the table shows columns for all UDTs used in your system, you only need to select a source for those that are used in Expense.
|
Expense Reference |
If you want Time & Expense to use expense reference text from this charge type record, enter that text (up to 20 alphanumeric characters) in Expense Reference and select Charge Type in Expense Reference Source. If you want the expense reference text to come from another source, leave Expense Reference blank, and select the source you want in Expense Reference Source. |
Expense Reference Source |
In each of the rows, use the drop-down list in the Expense Reference Source column to indicate where Time & Expense should get the expense reference for that type of expense amount. These are the options:
|