Basic Information Tab

Use the Basic Information tab to set expense class code and description. You can also use this tab to set up expense class options in modifying and voiding expense reports and expense authorizations.

Screen Fields

Field	Description
Code	Enter a 20-character uppercase alphanumeric expense class code. Each code must be unique. Note: Assign these codes to vendors on the Vendor Master screen. All vendors that will be using Deltek Expense should be assigned to an expense class.
Description	Enter up to 30 characters for an expense class description. 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.

Modify Options

Options in this table enable this expense class to modify expense reports that have already been submitted, reviewed, or approved.

Field	Description
Submitted	To allow this expense class to modify expense reports and expense authorizations that have already been submitted, select the Expense Report and/or Expense Authorization check boxes. To prevent modifications to submitted reports or authorizations, clear the check boxes. Members of this expense class would then be required to submit a new expense report to capture changes or corrections.
Under Review	To allow this expense class to modify expense reports and expense authorizations that are already under review, select the Expense Report and/or Expense Authorization check boxes. To prevent modifications to reports or authorizations under review, clear the check boxes. Members of this expense class would then be required to submit a new expense report to capture changes or corrections.
Approved	To allow this expense class to modify expense reports and expense authorizations that have already been approved, select the Expense Report and/or Expense Authorization check boxes. To prevent modifications to approved reports or authorizations, clear the check boxes. Members of this expense class would then be required to submit a new expense report to capture changes or corrections.

Void Options

Use this table to allow an expense class to void an expense report and/or an expense authorization under different conditions.

Field	Description
Draft	Select this check box to enable this expense class to void an expense report or an expense authorization that is in Draft status. Draft status means that the expense report/expense authorization has not been submitted.
Signed	Select this check box to enable this expense class to void an expense report or an expense authorization that is in Signed status. Signed status means that the user has completed the expense report/expense authorization and has submitted it for approval.
Under Review	Select this check box to enable this expense class to void an expense report or an expense authorization that is in Under Review status. Under Review status means that the expense report/expense authorization has been approved by some, but not all, of the individuals that must approve it.
Approved	Select this check box to enable this expense class to void an expense report or an expense authorization that is in Approved status. Approved status means that the expense report/expense authorization has been fully approved, and the expense report is waiting either for receipts to be received or to be exported.
Rejected	Select this check box to enable this expense class to void an expense report that is in Rejected status. Rejected status means that the expense report has been rejected by a supervisor and must be changed before it can be exported.

Subcontractor Options

Field

Description

Subcontractor

Select this check box to indicate that the expense class is for subcontractors. When this check box is selected, advances are not allowed, and Expense Report Types cannot be added if they require an expense authorization. Select this check box to indicate that the expense class is for subcontractors. When this check box is selected, advances are not allowed, and Expense Report Types cannot be added if they require an expense authorization. When Subcontractor is selected and an expense report type is linked to a subcontractor expense class, all fields related to expense authorization are disabled on the Time & Expense » Expense » Expense Controls » Manage Expense Report Types screen.

Correction Options

Field	Description
Expense Corrections	Select the type of corrections that can be made to processed expense reports by members of this expense class. Choose one of the following: Not Allowed Net Zero Only All Corrections Allowed If you select Net Zero Only, users of this expense class can only submit a corrected expense report where no change occurs to the expense incurred amount and, therefore, the net reimbursement amount remains unchanged. Fields within the wizards that affect the expense incurred amount are disabled in correcting expense reports. For a complete list of these fields, see Expense Report Concepts. If you select All Corrections Allowed, users of this expense class can make unlimited corrections to previously submitted expense reports, including to any field that may change the expense incurred amount and, therefore, the net reimbursement amount.
Days Past Expense Report Date	Enter the number of days past the date of the original expense report members of this expense class can correct their processed expense reports. If you enter a value of 0, no time restrictions are applied to the correction period. Note: This field is disabled if Not Allowed is selected from the Expense Corrections drop-down list.
Active Charges Only	Select this check box to limit expense corrections to active charges only. If selected, employees of this expense class can only correct expense reports that contain active charges. Note: This field is disabled if Not Allowed is selected from the Expense Corrections drop-down list.

Advance Options

Field	Description
Advance Limit	Enter the cash advance amount that employees in this expense class cannot exceed. For example, if you enter $500.00 in this field, the total amount of "outstanding" cash advances cannot exceed $500.00. "Outstanding" means that the employee has not accounted for that cash advance on an expense report.
Number of Advances Outstanding	Use this drop-down list to select the maximum number of outstanding cash advances that this expense class is allowed to have. For example, if you select 3, employees in this expense class can have no more than three outstanding cash advances at any time. "Outstanding" means that the employee has not accounted for that cash advance on an expense report.

Miscellaneous Options

Field	Description
Revision Explanation	Use this drop-down list to indicate whether an explanation is required when making a revision on an expense report. The valid values are Optional, Disabled, and Required. If you select Disabled, the user will not have to enter any explanations. If you select Required, the user must enter an explanation to continue. If you select Optional, the user can enter an explanation but will not be required to do so. Note: The only revisions that require an explanation are those that change a reimbursement amount or change the distribution of a charge allocation. Changing such things as a ticket number or a provider do not require an explanation, regardless of your selection in this drop-down list.
Modify Exchange Rate	Select this check box to enable this expense class to modify the exchange rate that was retrieved from the Currency Schedule tables.
Modify Tax Amounts	Select this check box to allow users to change the amount on expense reports that is calculated for taxes. Note: Both the Modify Tax Amounts check box on this tab and the Modify Tax Rate check box on the Expense Types subtask of Manage Expense Report Types must be selected in order to allow the user to modify the tax amounts. You cannot delete an expense class if it exists in Employee History.