Expense Tab of the Employees Form (Desktop)

Use the Expense tab in the desktop application to enter and maintain administrative information related to expense reports.

Contents

The fields on the Expense Groups grid are enabled when you set the Level field to Group in the Expense Groups grid to assign an employee to more than one group, with appropriate editing privileges.

If you use multiple companies, the following applies:

• The data that you enter on this tab applies to the company that the current record is associated with.
• The tabs and fields that display are based on the company that the current record is associated with. For example, if the employee is associated with four different companies but only one company has access to Payroll, the Payroll tab of the Employees form only displays when you are viewing that company's record.
• The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, only timesheet groups that are associated with the current company are available in the Group field on the Time tab of the Employees form.
• If the Automatically retrieve your record in Employee Hub/Employee Review check box is selected in My Preferences in the desktop application, the employee record that automatically loads is for the home company that is associated with the current record. If the record is associated with multiple companies, the home company record displays first.

Field	Description
Group	Select an expense report group for the employee. You establish employee expense report groups on the Employee Groups tab of Expense Settings. If you use multiple companies, only groups for the active company display in the drop-down list.

Administration

Use the fields in this section to assign employee access rights to expense reports.

Field	Description
Level	Select the administrative level for the employee to determine the employee's access to the Expense Report application. Staff: Staff level gives the employee access to his or her expense reports only. Group: Group level gives the employee access to expense reports for all employees within a particular group. Company: Company level gives the employee access to expense reports for all groups and employees within a particular company. This option applies if your firm uses multiple companies. System: System level gives the employee access to expense reports for all groups and employees. You must designate at least one employee in your firm to have System level access.
Editing	This option is enabled when you select System in the Level field. Select this option to allow an employee with system-level access to edit all expense reports. Other employees can edit all New and In Progress expense reports. Once the report is submitted, an approver can edit all expense reports based on the approval workflow configuration.

Field	Description
Insert	Click this option to add an employee group to the Expense Groups grid.
Copy	Click this option to copy employee group information from one row on the Expense Groups grid to a new row on the grid.
Delete	Click this option to delete an employee group from the Expense Groups grid.
Company	Select the company whose expense reports this employee can access.
Group	Select the Expense groups whose expense reports this employee can access. If you use multiple companies, the groups that display depend on the selected company.
Editing	Select this option to allow the employee to open and edit expense reports for all employees in the specified group.