EXPENSE DETAIL

Use this subtask to record expenses subject to per diem ceilings. You can enter transactions for a range of days, an entire day, or for individual quarters of days. In order to evaluate expenses against per diem ceilings, you must record expenses at this level of detail. A total trip expense amount is recorded by the expense type(s) selected in the main screen. However, this total expense may extend across many days and cities. Multiple per diem rates may be in effect for the cities traveled, or different types of per diem ceilings may be in effect for the trip. You can use this subtask to record this total line amount by locality visited. You can also identify the type of ceiling in effect for the per diem expense.

Note: You must highlight the expense report line to which you want to add detailed information before selecting the Detail pushbutton in the main screen. You will also need to enter an amount in the table window of the main screen so that the same amount appears in this subtask. This Expense Detail subtask is available only for expense types with "Y" in the Lodging Flag or the Meals & IE Flag columns in the Link To Travel Account Group subtask of the Maintain Expense Types screen.

Before entering data in this subtask, you must first set up expense types company-wide and assign a ceiling rate, a ceiling application method, and a "Meals & IE" or "Lodging" designation in the Link To Travel Account Group subtask of the Maintain Expense Types screen. You will also need to initialize or upload per diem information using the Maintain Per Diem Rates screen, and optionally set up meal schedules in the Maintain Meals and Incidentals Schedule screen before entering data into this subtask.

Expense Report

The vendor ID, expense report number, expense report amount, and date of this expense report all display from the main screen. You cannot edit these fields.

Expense Line

This group box displays information relating to a single expense report line from the main screen.

Type

The expense type for this expense report line is chosen in the main screen and displayed in this field.

Amount

This is the amount of the highlighted expense report line from the main screen. This field is display-only and can be changed only in the main screen. The total amount of all expenses entered in this subtask must sum to this amount.

Balance Remaining

This represents the difference between the amount of the expense in the main expense report and the sum of per diem expenses charged in this subtask. The value in this field decreases as you enter per diem amounts. You will not be able to save this screen if there is an amount greater than zero (0.00) in this field. The entire amount from the expense report must be fully allocated.

Total Over Ceiling

This field displays the total over-ceiling amount by adding all amounts in the Amount Over Ceiling column.

Table Window

Start Date

Enter the beginning date for the expense. This is a required field. The correct format for the date is "MM/DD/YYYY." The system will use this value to calculate a total number of days for per diem purposes.

End Date

Enter the ending date for the expense. This is a required field. The correct format for the date is "MM/DD/YYYY." The system will use this value to calculate a total number of days for per diem purposes.

Start Time

Enter an approximate beginning time for the expense. The time must be entered in military format (e.g., "0700" for "7:00 a.m.," "1900" for "7:00 p.m.," etc.). This field automatically defaults to "0000" when you are ready to enter a new line of data. This optional field will be used only in the calculation of partial per diem.

If the Partial Per Diem checkbox is selected in the Travel Settings screen, and if you select a Ceiling Method of "J" here, the system will calculate per diem to the quarter of a day. Costpoint will use the start and end time to calculate a total number of quarters. The per diem rate will be divided into a quarterly rate, which is then multiplied by the number of quarters to establish the per diem ceiling.

End Time

Enter an approximate ending time for when the expense took place. Enter the time in military format (e.g., "0700" for "7:00 a.m.," "1900" for "7:00 p.m.," etc.). This field automatically defaults to "2359" when you are ready to enter a new line of data. Entry in this field is optional, and it will be used only in the calculation of partial per diem.

If the Partial Per Diem checkbox is selected in the Travel Settings screen, and if you select a Ceiling Method of "J" here, the system will calculate per diem to the quarter of a day. Costpoint will use the start and end time to calculate a total number of quarters. The per diem rate will be divided into a quarterly rate, which is then multiplied by the number of quarters to establish the per diem ceiling.

Ceiling Method

Select the ceiling that is to be used for this per diem expense. Costpoint supports three distinct ceiling methods, plus a "no ceiling" option. You can establish per diem ceilings using the following methods:

Refer to Travel Special Topic TR-4, "Per Diem Ceiling Calculations," for more information on per diem ceiling calculations.

Country

Enter, or use Lookup to select, a valid country. The country is an abbreviation three characters in length.

State/Province

Enter, or use Lookup to select, a valid state/province. The state/province is an abbreviation two characters in length.

City

Enter, or use Lookup to select, a valid city. The city can be up to 25 characters in length. This field is required only when you have entered "USA" as the Country for this line. Locations, whether they are within the continental United States or outside the continental United States, are set up in the Maintain Per Diem Rates screen.

Locality

Once you have entered a Country and State, use Lookup to select the locality of the trip. Lookup will display valid localities for the City and State entered. If you make a selection using Lookup, Costpoint will default in the Locality and City. The Locality can be up to 25 characters in length. Locations, whether they are within the continental United States or outside the continental United States, are set up in the Maintain Per Diem Rates screen.

Breakfast

Enter the amount spent on breakfast for this location and time period. This is an optional entry that should only be made if M&IE schedules are being used to capture individual meal ceilings for partial days (the Ceiling Method is "M"). (For more information on M&IE ceilings, please refer to Travel Special Topic TR- 4.)

Lunch

Enter the amount spent on lunch for this location and time period. This is an optional entry that should only be made if M&IE schedules are being used to capture individual meal ceilings for partial days (the Ceiling Method is "M"). (For more information on M&IE ceilings, please refer to Travel Special Topic TR- 4.)

Dinner

Enter the amount spent on dinner for this location and time period. This is an optional entry that should only be made if M&IE schedules are being used to capture individual meal ceilings for partial days (the Ceiling Method is "M"). (For more information on M&IE ceilings, please refer to Travel Special Topic TR- 4.)

Incidentals

Enter the amount spent on incidentals for this location and time period. This is an optional entry that should only be made if M&IE schedules are being used to capture individual meal ceilings for partial days (the Ceiling Method is "M"). (For more information on M&IE ceilings, please refer to Travel Special Topic TR- 4.)

Amount

Enter the total amount spent for this date range. If M&IE schedules are being used to capture individual meal ceilings, data entry has already been performed in the columns for each individual meal. In this instance, this column will display a running total of the Breakfast, Lunch, Dinner, and Incidentals amounts, and it should not be edited. (For more information on per diem ceilings, please refer to Travel Special Topic TR- 4.)

Allowable Amount

The system automatically calculates an amount for this field after performing the following actions: First, it locates the ceiling rate. If you are using the JTR or an alternate maximum rate, the ceiling rate will be based on the locality, seasonal dates, and effective date of the per diem rate set up in the Maintain Per Diem Rates screen. Next, the system identifies the number of days the traveler stayed at this location. The system performs this calculation by subtracting the Start Date from the End Date entered on this line. Finally, the system multiplies the number of days by the daily maximum rate to arrive at the Allowable Amount.

If partial per diem calculations are required, the system uses the Start Time and End Time to calculate a total number of quarters. The daily per diem rate is divided by four and multiplied by the total number of quarters to establish an allowable amount. If your Ceiling Method is "M," the partial day calculation evaluates the individual ceiling on each meal separately, based on the meals and incidentals schedule, instead of using the quarter-day calculation.

Amount Over Ceiling

The system subtracts the Allowable Amount from the Amount plus the Sales Tax Amount to arrive at the total for this non-editable field. This amount can be added with other amounts in the same column to arrive at a Total Over Ceiling amount for this expense line.