Enter a 10-character, uppercase, alphanumeric expense type code. Each code must be unique.
Enter up to 30 characters for an expense report type description. The description must be unique and should be as short as possible and properly capitalized because it is used in drop-down boxes and as column headings for reports and inquiries.
Use the drop-down box to select the Wizard Type that will be associated with this expense type. The Wizard Type drives such things as the Input Options, the voucher description, and the Other Lodging Expenses tab. The valid categories include "Car Rental," "Entertainment," "Lodging," "Meals," "Mileage," "Other," and "Transportation." Once you save this field, you cannot change it.
Use the drop-down box to select the category that will be associated with this expense type. The category drives such things as the Input Options and the Voucher Description. The valid categories include "Car Rental," "Entertainment," "Lodging," "Meals," "Mileage," "Other," and "Transportation" Once you save this field, you cannot change it.
Select this check box to make the expense type active and available for use on expense reports.
A receipt will be required if the expense amount goes over the amount you enter here. If you enter "0.00," all expenses will require a receipt. If you do not want a receipt to be required for this expense type, enter a value such as "999999999." This is a required field.
The Per Diem check box is only available if the Wizard Type selected is Meals or Lodging.
Select this check box if this expense uses the per diem rates from the Per Diem Schedules screen. After you select the Per Diem check box, the Type and Ceiling Calculation Based On drop-down lists are enabled.
This drop-down is available only if the Per Diem check box is selected and if the Wizard Type selected is Meals or Lodging. Select the method for handling the per diem expenses, either Ceiling or Allowance.
Ceiling
If you select Ceiling, the Expense module uses the per diem schedule as a guideline, and the employees enter what they actually spent. Anything over the per diem schedule amount is treated as over ceiling, which may or may not be reimbursed to the employees, depending on your selection in the Ceilings group box.
Allowance
If you select Allowance, the employees are reimbursed in accordance with the per diem rate from the Per Diem Schedules screen, regardless of how much they actually spend. They are required to enter only the start and end dates of the expense, and the Expense module calculates the reimbursement based on the number of days/nights. The over ceiling setup is not used.
This drop-down is available only if the Per Diem check box is selected and if the Wizard Type selected is Meals or Lodging. Select whether you want to base the per diem ceiling calculation on Total of all Days or Each Day.
Total of All Days
If you select Total of All Days, Deltek Expense sums the meal amounts for the entire date range and compares that amount to the total ceiling amount for the same number of days. Choose this option if want the ceiling applied to the net meal amount of the entire trip. This allows the employee to spend an amount under ceiling one day and over ceiling on another and be fully reimbursed, provided the total net expense does not exceed the ceiling.
For example, if the ceiling amount is 50.00 dollars per day, the total ceiling amount for a two-day trip is 100.00 dollars. If the employee spends 40.00 dollars the first day and 60.00 dollars the second, the over ceiling amount is zero, because the calculation is based on the total expense of all the days combined, not the individual days within the date range.
Each Day
When you select this calculation method, Deltek Expense compares the amount spent each day to the ceiling amount per day. If the amount for a given day is less than that day’s ceiling amount, the over ceiling amount is zero. However, if the amount for that day exceeds the ceiling, the amount is over ceiling.
For example, on day one of the trip, the employee exceeds the ceiling by $10.00, so that amount is considered over ceiling. On day two, the employee is $10.00 short of the ceiling amount, so the over ceiling amount for that day is zero. If Total of all days was selected in this same scenario, there would be no over ceiling amount.
Additionally, when the expense amount entered does exceed the ceiling, the Adjustment Explanation dialog box in the expense report now includes an Explanation field for each day.
For a more extended example of meal ceiling calculations, see Special Topic: Multiple Day Meal Ceiling Calculation.
Select this checkbox to use this expense type for 1099 reporting. If you select this checkbox, a drop-down box will display from which you can select the 1099 type.
Select this checkbox to use the expense type for relocation taxing on W-2s.
Select this checkbox to include the expense type on W-2s.
Select this checkbox to enable the user to override the rates set up for unit transactions.
Select this checkbox to allow association of expenses with this expense type to a specific trip leg or destination. This check box is automatically selected and disabled for per diem expense types.
Use the drop-down box to select the over ceiling rule that will apply to this expense type. The valid values are "Reimburse" and "Non-Reimburse." If you select "Reimburse," the user will be reimbursed for the entire expense regardless of the ceiling. If you select "Non-Reimburse," the user will not be reimbursed for any amounts over the ceiling.
Select this checkbox if this expense type uses a second tier ceiling. This field will only be available if the Over Ceiling Rule option is set to "Reimburse."
Select this checkbox to require the user to explain why he went over the ceiling amount for the expense entered.
Use the drop-down box to select the locale/language that will be used in the Over Ceiling Instruction dialog. The valid values are those established in the General Configuration screen.
Enter the instructions in the box below the Locale drop-down box. This text will display on the expense report if the user goes over the ceiling amount.
