Before you can add meal expenses, you must first either create a new expense report or open an existing one.
To add or edit a meal expense, complete the following steps:
In the Expense Report form, click the Claimed Expense bar or click the plus sign (+) at the end of the bar to display the Claimed Expenses section. When you open an existing expense report in Draft status, this section displays automatically.
Click Add Expense » Meals, or if you want to edit an existing expense, select the expense from the table on the Claimed expenses screen and click Edit Expense » Meals. If a pop-up menu displays, select the associated expense type.
The Add/Edit screen displays a series of tabs displays. Starting with the first tab, complete fields and options as needed or required and click Continue to proceed to the next tab.
To complete the process, click Update on the last tab (Charge Allocation tab). If you are in Edit mode for an existing expense, click Save.
To learn more about the tabs and fields that display in the Add/Edit Expense screen, scroll through this topic, or click one of the links in the following list to jump to a specific section:
Outstanding Expenses — This tab displays expenses that were either imported from a credit card feed or manually entered as a batch expense from which you can select.
Details — Use this tab to enter background information about the expense.
Meals Details — Use this tab to enter additional detail about the meal expense.
Amount — Use this tab to enter expense amounts.
Taxes — If applicable, this tab displays tax information for this expense type.
Charge Allocation — Use this tab to allocate the expense to the appropriate charges.
If you have expenses that were either imported from a credit card feed or manually entered as a batch expense, you may opt to select one of those items to expense on this expense report. If you select an outstanding expense, some of the required fields populate with information retrieved from the Maintain Expenses screen in the Batch Expenses setup. The list is comprised of those expenses sourced from the type of expense you are using or from "Other."
The "Other" expenses are included in this list because there may be miscellaneous expenses pertaining to the type of expense you are currently adding and categorized as "Other" expenses but should be expensed as a "Car Rental" or "Lodging" or Transportation expense.
You are not required to select an outstanding expense if it exists. You can bypass this screen by clicking Continue.
If you select an outstanding expense, certain fields will not be editable. Those fields are identified in the table below.
Field Name |
Description |
|
Source |
This field displays the expense category of the expense. |
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Transaction ID |
This field displays the transaction ID that was imported or entered on the Maintain Expenses screen for this expense. |
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Merchant Name |
This field displays the merchant name used for this expense. If it is blank, the merchant name was unknown at the time the outstanding expense was posted. |
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Date |
This field displays the expense date that was imported or entered on the Maintain Expenses screen for this expense. |
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Amount |
This field displays the amount of the outstanding expense. |
|
Provider |
This field displays the provider used for this expense. If it is blank, the provider was not known at the time the outstanding expense was posted. |
Click Cancel to exit and return to the Claimed Expense(s) screen.
After completing fields on this tab, click Continue to advance to the next tab.
Use the Details tab to enter required and optional information about the expense. Certain fields described below display only for per diem expenses.
If you are allowed to correct processed expense reports, but are not allowed to enter to corrections that would change the Expense Incurred amount, certain fields and options are disabled. See a complete list of these fields.
The Location field only displays if the Expense Report Type and Expense Type track multiple locations. Select the location from the drop-down list to which you are applying this portion of your car rental. When you select a location, Start Date, End Date and Comments (if you added any for the location) default.
Click Per Diem Rates to view per diem rates for this expense.
This table only displays for non per diem single day expenses.
Click 
to select a date for the expense. The Select a Date dialog displays the current and previous month. The date you select automatically populates the Expense Date field.
This field is required regardless of the Expense Type selected and is non-editable for outstanding expenses.
Click to select the check-in date or start date for this expense. The Select a Date dialog displays the current and previous month. The date you select automatically populates the Start Date field.
If the expense type selected combines meals and lodging, this field is titled Check-In Date. For all other meals expense types, this field is Start Date. This field is non-editable if the expense is an outstanding expense.
This field displays only for per diem expense types.
Click to select a check-out or end date for the expenses. The Select a Date dialog displays the current and previous month. The date you select automatically populates the End Date field.
If the expense type selected combines meals and lodging, this field is titled Check-Out Date. For all other meals expense types, this field is End Date. This field is non-editable if the expense is an outstanding expense.
Select this option to override the expense report start date, which may be desirable if you want meals for this day reimbursed at 75%.
When meal expenses are reimbursed on a per diem basis, first and last day meals are reimbursed at only 75%. This is because typically, breakfast is taken before the trip starts and dinner after it ends.
For reimbursement purposes, the First Day of Trip date is the same as the expense report start date. So, for example, if your expense report start date is March 1, meals for that day are reimbursed at 75%, since that is the first day of your trip.
If, however, your expense report covers a series of trips with time at home between them, you will potentially have several days reimbursable at the first-day-of-trip rate of 75%.
For example, let's say you're traveling from March 1 to March 31, but you plan to submit just one expense report for the entire period. After your first week of travel, you return home on Friday March 5 but leave again on Monday March 8.
In this case, even though March 8 is not the first day of your expense report, the meals should be reimbursed at 75%, because it is the first day of your next trip. However, the meals will be reimbursed at 100% unless you override the expense report start date.
If you select First Day of Trip for March 8, meals for that day are reimbursed at 75%.
On the other hand, if First Day of Trip is already selected and you qualify for full reimbursement of meals that day, clearing the check box would ensure that you are reimbursed at 100%.
When meal expenses are reimbursed on a per diem basis, first and last day meals are reimbursed at only 75%. This is because typically, breakfast is taken before the trip starts and dinner after it ends.
For reimbursement purposes, the Last Day of Trip date is the same as the expense report end date. So, for example, if your expense report end date is March 31, meals for that day are reimbursed at 75%, since that is the last day of your trip.
If, however, your expense report covers a series of trips with time at home between them, you will potentially have several days that should be reimbursed at the last-day-of-trip rate of 75%
For example, say you're traveling from March 1 to March 31, but you plan to submit just one expense report for the entire period. After your first week of travel, you return home on March 5 but leave again on March 8.
In this case, even though March 8 is not the final day of your expense report, the meals should be reimbursed at 75%, because it is the last day of your current trip. However, the meals will be reimbursed at 100% unless you override the expense report end date.
If you select Last Day of Trip for March 5, meals for that day are reimbursed at 75%.
On the other hand, if Last Day of Trip is already selected and you qualify for full reimbursement of meals that day, clearing the check box would ensure that you are reimbursed at 100%.
This option only displays for per diem expenses.
Select this check box if you checked out of the hotel after the required checkout time and were charged an extra night's stay. If you select this checkbox, the ceiling amount on the next page is increased by one day.
This check box displays only if the expense type selected combines meals and lodging.
The system calculates this field by subtracting the Check-In/Start Date from the Check-Out Date/End Date. The system uses this value to determine the "not to exceed" ceiling amount.
If the expense type selected combines meals and lodging, this field is titled Number of Nights. For all other meals expense types, this field is Number of Days. If the Check-In/Start Date is the same as the Check-Out Date/End Date, the Number of Nights/Number of Days field will be "1."
This field displays only if the Meals Expense Type allows combining of the meals and lodging allowance.
Select Conference if the expense should be reimbursed at the adjustment percentage rate (for example, 125%), instead of the normal Per Diem Ceiling or Per Diem Allowance rate.
Use the drop-down box to select the provider used for this meals expense. This field displays only if the Provider check box is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
This table only displays for non per diem single day expenses.
The Meal Details tab displays an table that contains a breakout of the meals for the selected date, where you can add meal expense amounts for that day.
To enter a meal, select the check box next to the meal (for example, breakfast) that you want to enter. After the check box is selected, the amount field becomes editable.
This field defaults a description of the expense type. It is used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
Use this optional field to enter any comments regarding this expense. This field is non-editable if the expense is an outstanding expense and the Comments have already been entered.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the Add mode. Click Back to return to the previous tab.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
Use the Meal Details tab to enter required and optional information about the expense. Certain fields described below display only for per diem expenses. These exceptions are noted.
Use the drop-down box to select the currency used to pay for your expenses.
This field displays only if the expense report type selected has been configured to use multiple currencies (the Multicurrency check box is selected in the Expense Report Types screen) and is non-editable if the expense is an outstanding expense.
The Meals Edit table contains a breakout of the meals that fall within the dates entered in the check-in/start date and the check-out/end date, where you can enter meal expense amounts.
To enter a meal, select the check box next to the meal (for example, breakfast) that you want to enter, or click Select All to select all the meal check boxes.
After the check box is selected, the Amount field becomes editable for non Per Diem expenses and Per Diem Ceiling expenses. The Amount field does not display for Per Diem Reimbursement expenses, because those amounts are predetermined.
For Per Diem meal expenses, employees traveling to more than one location in a single day would use two separate expenses (one per location because Per Diem rates could be different in these locations). In this case, the employee should clear the Incidental check box, so they are not reimbursed the Incidental portion of the Per Diem for both locations for one day.
If you enter an expense for a meal that you already submitted or if another user lists you as an attendee for a meal, the system displays a warning message and that meal will be unchecked.
Depending on configuration settings, the Unallowable and Personal columns also display in the Meals table. Select these check boxes to indicate that a meal amount is either unallowable or personal. The amounts entered in these columns also display on the Amounts tab, but the fields are un-editable. Amounts entered in Personal and Unallowable are used to calculate over-ceiling amounts.
Click Recalculate to display the Per Diem, Deduction, and Reimbursable Expense amounts while on this screen. The fields are updated as follows:
Per Diem — If the expense type for this expense is Per Diem Reimbursement, the Per Diem amount was calculated based on the check boxes selected. If the expense type is Per Diem Ceiling or Non Per Diem, the amount that displays in Per Diem is based on entered amounts.
Deduction — The amount that displays in Deduction is calculated by subtracting any Personal amounts from the Per Diem amount.
Reimbursable Expense — The amount that displays in Reimbursable is calculated by subtracting the Total Deduction amounts from the Total Per Diem amount.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
Click Back to return to the previous tab.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
The Expense Amount tab displays information regarding how much was spent, how payment was made, and ceiling information.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up for the expense type and those set up in the employees' Expense Classes screen.
This field is non-editable for outstanding expenses.
Use the drop-down box to select the currency used to pay for this expense.
This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate check box is selected in the Expense Classes screen.
This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses.
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount. This field is non-editable for outstanding expenses.
Enter the amount of the expense that is personal. This amount is not reimbursed.
Enter the amount that is deemed "Unallowable." This amount is reimbursed.
The term "Unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only.
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The term "Unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only. |
Deltek Expense calculates this amount by subtracting from the expense incurred any amount that is over the ceiling and not reimbursed and by any personal amount.
This is a non-editable field. It is used as the "not to exceed" ceiling for this type of expense. The system calculates it on a per-day basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by three and displays the result here.
This field is empty if there is no ceiling for this expense.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the adjusted ceiling.
If the amount that is over the ceiling amount is NOT reimbursed, that amount displays in this field. If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the Add mode. Click Back to return to the previous tab.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
The Taxes tab displays tax information for this expense type. Based on how the tax schedule selected for this expense type is configured, it may be a one-tier tax or a two-tier tax. Also, if the system is so configured, the user can edit the tax amounts. This screen displays only if the system is configured to calculate taxes on this expense type.
This non-editable field displays the type of tax used for this expense type.
Use the drop-down to select the tax schedule to be used for this expense. The valid values are those tax schedules that have the same tax type that was linked to the expense type in the Expense Types tab of the Expense Report Types screen.
Use the drop-down box to select the location where the expense occurred. The values are the locations that were set up for the tax schedule linked to the expense type.
This field displays only if the tax schedule linked to the expense type requires that a location be entered.
Enter the tax id for this expense. If a provider has been supplied and that provider contains a tax ID, that ID displays. Otherwise, you will be required to enter one.
This field displays only if the tax schedule linked to the expense type requires that a tax ID be entered.
This field displays the tax amount for the first tier tax of this expense. The system calculates this value by multiplying the expense incurred amount entered in the Expense Amount screen by the tax rate entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow you to do so.
If you change the tax amount, the system validates this new amount to make sure that it falls within the tolerance limit set up in the Tax Schedules screen.
This field displays the tax amount for the second tier tax of this expense. The system calculates this value by multiplying the expense incurred amount entered in the Expense Amount screen by the tax rate entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow them to do so.
This field displays only if the tax schedule for this expense type contains a second tier tax rate. If you change the tax amount, the system validates this new amount to make sure that it falls within the tolerance limit set up in the Tax Schedules screen.
This field displays the total amount of taxes for this expense. The system adds the first tier and the second tier tax amounts for the total.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the Add mode. Click Back to return to the previous tab.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
The Charge Allocation tab displays information regarding how the expense is allocated and allows you to change the percentage or the amount that is allocated to each of the charges.
Use the drop-down box to select how you want the expense allocated. The valid values are "Percentage" and "Amount." If you select "Percentage," you can edit the Percent field of the allocation table. If you select "Amount," you can edit the Amount field of the allocation table. The default is "Percentage."
The percentage must total 100%, and the amount must add to the total amount of that portion of the expense.
On the amount tab, if you entered an amount that is over the ceiling amount or is unallowable, this field is a drop-down box from which you can select Under Ceiling, Over Ceiling, or Unallowable. Otherwise, this field is non-editable and displays the default value, "Under Ceiling." If you change the value in this drop-down box, the values in the table change accordingly.
Use this table to select the charge type(s) used for this expense. All fields in this table can be configured to default in automatically, or you may be required to select a value for one or more of the fields.
Field Name |
Description |
|
ID |
This field displays the expense category of the expense. |
|
Percent |
This field displays the transaction ID that was imported or entered on the Maintain Expenses screen for this expense. |
|
Amount |
This field displays the merchant name used for this expense. If it is blank, the merchant name was unknown at the time the outstanding expense was posted. |
|
Charge Type |
This field displays the expense date that was imported or entered on the Maintain Expenses screen for this expense. |
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UDT02 ( Project) |
This field displays the amount of the outstanding expense. |
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Description |
This field displays the provider used for this expense. If it is blank, the provider was not known at the time the outstanding expense was posted. |
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User-Defined Tables (UDT) Deltek Time & Expense contains 15 UDTs. Because UDTs are defined by the user, the values that display (for example, Project) vary by company. For the purpose of this discussion, the values are referred to as UDT01 – UDT15, but the values that display in your version of Time & Expense depend on configuration settings enabled by your system administrator. Additionally, the UDTs available for a particular type of expense are determined by the type of charge you select in the Charge Type field. Learn more about the UDTs that may display on the Charge Allocation screen. |
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After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
Click Back to return to the previous tab.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
Click Save to save your modifications to this expense and return to the Claimed Expenses screen.
