Enter a 20-character uppercase alphanumeric expense class code. Each code must be unique.
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Assign these codes to vendors in the Employee Workforce scroll bar in the Employee tab of the Payroll module. |
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Assign these codes to vendors in the Vendor Master screen. All vendors that will be using Deltek Expense should be assigned to an Expense Class. |
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.
Options in this table enable this expense class to modify expense reports that have already been submitted, reviewed, or approved.
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.
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.
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.
Use this table to allow an expense class to void an expense report and or an expense authorization under different conditions.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Select this checkbox to enable this expense class to modify the exchange rate that was retrieved from the Currency Schedule tables.
Select this checkbox to enable this expense class to modify the exchange rate that was retrieved from the Currency Schedule tables.
Select this checkbox to allow users to change the amount on expense reports that is calculated for taxes.
