Expense Classes - Basic Information Tab

Code

Enter a 20-character uppercase alphanumeric expense class code. Each code must be unique.

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 boxes and as column headings for reports and inquiries.

Workflow Options

This table displays the notifications and tasks that will take place when an event occurs.

Interim Signature

Select the Notification checkbox if you want this expense class to receive a notification when an interim signature occurs. Select the Task checkbox if you want this Expense Class to perform a task when an interim signature occurs.

If you want the employee to be notified when someone other than that employee signs the expense report, select the Notification checkbox. If you want the employee to resign the expense report when someone other than that employee signs it, select the Task checkbox.

Approved

Select the Notification checkbox if you want this expense class to receive a notification when an approval occurs. The Task checkbox is disabled for this function because no further action is required once an approval occurs.

Revised

Select the Notification checkbox if you want this expense class to receive a notification when a revision has been made to the expense report. Select the Task checkbox if you want this expense class to perform a task when a revision has been made.

Rejected

Select the Notification checkbox if you want this expense class to receive a notification when an expense report is rejected. Select the Task checkbox if you want this expense class to perform a task when the expense report has been rejected.

Paid

Select the Notification checkbox if you want this expense class to receive a notification when an expense report has been paid. The Task checkbox is disabled for this function, since no further action is required once an expense report has been paid.

Voided

Select the Notification checkbox if you want this expense class to receive a notification when an expense report has been voided. Select the Task checkbox if you want this expense class to perform a task when an expense report has been voided.

Receipts Received

Select the Notification checkbox if you want this expense class to receive a notification when receipts have been received. The Task checkbox is disabled for this function because no further action is required once receipts have been received.

Expense Approved

Select the Notification checkbox if you want this expense class to receive a notification when individual charge allocations are approved. The Task checkbox is disabled for this function because no further action is required once a charge allocation has been approved.

Expense Rejected

Select the Notification checkbox if you want this expense class to receive a notification when individual charge allocations are rejected. The Task checkbox is disabled for this function because no further action is required once a charge allocation has been rejected.

Expense Imported

Select the Notification checkbox if you want this expense class to receive a notification when expenses have been imported. The Task checkbox is disabled for this function because no further action is required if an expense has been imported.

Advance Paid

Select the Notification checkbox if you want this expense class to receive a notification when a cash advance has been paid to the employee. The Task checkbox is disabled for this function because no further action is required when a cash advance has been paid.

Receipt Image Received

Select the Notification checkbox if you want this expense class to receive a notification when the receipt(s) have been imaged for an expense report. The Task checkbox is disabled for this function because no further action is required when receipt(s) have been imaged.

Authorization Signed

Select the Notification checkbox if you want this expense class to receive a notification when an interim signature occurs on an expense authorization. Select the Task checkbox if you want this Expense Class to perform a task when an interim signature occurs.

If you want the employee to be notified when someone other than that employee signs the expense authorization, select the Notification checkbox. If you want the employee to re-sign the expense authorization when someone other than that employee signs it, select the Task checkbox.

Authorization Approved

Select the Notification checkbox if you want this expense class to receive a notification when an approval occurs on an expense authorization. The Task checkbox is disabled for this function because no further action is required once an approval occurs.

Authorization Revised

Select the Notification checkbox if you want this expense class to receive a notification when a revision has been made to the expense authorization. Select the Task checkbox if you want this expense class to perform a task when a revision has been made.

Authorization Rejected

Select the Notification checkbox if you want this expense class to receive a notification when an expense authorization is rejected. Select the Task checkbox if you want this expense class to perform a task when the expense authorization has been rejected.

Authorization Voided

Select the Notification checkbox if you want this expense class to receive a notification when an expense authorization is voided. Select the Task checkbox if you want this expense class to perform a task when the expense authorization has been voided.

Authorization Charge Approved

Select the Notification checkbox if you want this expense class to receive a notification when individual charge allocations are approved on an expense authorization. The Task checkbox is disabled for this function because no further action is required once a charge allocation has been approved.

Authorization Charge Rejected

Select the Notification checkbox if you want this expense class to receive a notification when individual charge allocations are rejected on an expense authorization. Select the Task checkbox if you want this expense class to perform a task when the individual charge allocations on an expense authorization have been rejected.

Advance Approved

Select the Notification checkbox if you want this expense class to receive a notification when a cash advance approval occurs on an expense authorization. The Task checkbox is disabled for this function because no further action is required once a cash advance approval occurs.

Advance Rejected

Select the Notification checkbox if you want this expense class to receive a notification when a cash advance has been rejected on an expense authorization. Select the Task checkbox if you want this expense class to perform a task when the cash advance has been rejected on an expense authorization.

Modify Options

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

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.

Draft  

Select this checkbox 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 checkbox 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 checkbox 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 checkbox 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 checkbox 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.

Costpoint Charge Lookup Options

The check boxes in the Costpoint Charge Lookup Options group box are only available if your system is set up so that users can look up charges directly from a Costpoint database rather than using charge trees in Time & Expense with ESS. The check boxes control which lookup tabs are available in the Charge Lookup dialog box when an expense report or authorization is entered for an employee assigned the expense class.

Show Project Tab

Select Show Project Tab if you want the Project tab in the Charge Lookup dialog box to be available for selecting UDT02-related charges when an expense report or authorization is being entered for employees assigned the expense class.

Show MO Tab

Select Show MO Tab if you want the MO tab in the Charge Lookup dialog box to be available for selecting MO-related charges when an expense report or authorization is being entered for employees assigned the expense class.

Show Account Tab

Select Show Account Tab if you want the Account tab in the Charge Lookup dialog box to be available when an expense report or authorization is being entered for an employee assigned the expense class.

The Account tab provides access to charges with UDT01 but no UDT02.

Correct Options

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, 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 the online help Special Topics for the following wizards:

• Car Rental

• Lodging

• Meals

• Other

• Transportation

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.

This field is disabled if Not Allowed is selected in the Expense Corrections field..

Active Charges Only

Select this check box to limit expense corrections to active charges only. If checked, employees of this Expense Class can only correct expense reports that contain Active charges.

This field is disabled if Not Allowed is selected in the Expense Corrections field.

Miscellaneous Options

Revision Explanation

Use the drop-down box 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.

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 box.

Cash Advance Limit

Enter the Cash Advance amount that employees in this Expense Class cannot exceed.

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 Cash Advances Outstanding

Use the drop-down box to select the maximum number of outstanding cash advances that this Expense Class is allowed to have.

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.

Modify Exchange Rate

Select this checkbox to enable this expense class to modify the exchange rate that was retrieved from the Currency Schedule tables.

Modify Exchange Rate

Select this checkbox to enable this expense class to modify the exchange rate that was retrieved from the Currency Schedule tables.

Modify Tax Amounts

Select this checkbox to allow users to change the amount on expense reports that is calculated for taxes.

Both the Modify Tax Amounts checkbox and the Modify Tax Rate checkbox in the Expense Types screen of 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.