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Setting up expense reports

Identify which employees can enter expense reports.

From the Company menu, click Security. Select a security group, and click the Manage tab. To allow the members of the security group to access expense reports, ensure that the Time & Expense check box is selected, which allows employees to enter both timesheets and expense reports.

Define how you want to process expense reports.

From the Company menu, click Preferences. Click the Time & Expense Entry tab, select from the following options:

For	Do this
Allow expense report changes by:
Supervisor	Select it to allow a supervisor to change an employee's expense report.
Accounting	Select it to allow an accounting manager to change an employee's expense report
Allow accounting changes after processed	Select it to allow an accounting manager to change an expense report after it has been submitted, or if approvals are required, after it has been approved. This option is only available if you select the Accounting check box.
Require expense report approval:
Supervisor	Select it to require that an employee's supervisor approve an expense report.
Accounting	Select it to require that an accounting manager approve all expense reports.

Select the balance sheet account to use for posting employee advances.

Click the Balance Sheet Accounts tab. In the Employee Receivable field, select an account. This account is debited when you pay the employee an advance toward reimbursable expenses. It is credited when the employee submits an expense report with an advance.

Define which activities employees can assign to expenses on expense reports.

From the Setup menu, click Activities.
For each activity you want to allow employees to use on expense reports, double-click the activity, and on the General tab, select the Allow entry on expense reports.

Note:

The activity must have an activity type of expense to be available for use on expense reports.

Turn on expense reports for each employee who needs access to expense reports, as follows:

From the Setup menu, click Employees. Select the employee.
Click the Time & Expense Entry tab.
Select the Use expense reports check box.

Note:

Ajera automatically creates the employee as a vendor when you set up the employee to use expense reports.

Enter the remaining information on the Time & Expense Entry tab to finish setting up the employee for expense reports.

Verify that employees are not listed more than once in the Vendor List:

From the Setup menu, click Vendors.
If an employee is listed more than once, please log a case online at the Deltek Customer Care.

Setting up expense reports

Allow expense report changes by:

Require expense report approval: