Claimed Expenses: Car Rental

When you add, edit create links, or view a car rental expense, the following tabs display:

• Outstanding Expenses — Displays expenses that were either imported from a credit card feed or manually entered as a batch expense from which you can select.

• Details — Enter background information about the expense.

• Amount — Displays information regarding how much was spent, how payment was made, and ceiling information.

• Taxes — displays tax information for this expense type.

• Charge Allocation — 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

To move forward to the next tab, click Continue, or to return to the previous tab, click Back. To save your changes and return to the Claimed Expenses screen, click Save on the Charge Allocations tab.

Outstanding Expenses Tab

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.

Continue

After completing fields on this tab, click Continue to advance to the next tab.

Cancel

Click Cancel to exit and return to the Claimed Expense(s) screen.

Details Tab

Use the Details tab to enter required and optional information about the expense.  

Location

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.

Expense Date

Use Calendar Lookup 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.

Field

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Field

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Field

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User Defined #1

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.

User Defined #2

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.

User Defined #3

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.

Short Description

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.

Comments

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.

Back

This button only displays in the Add mode. Click Back to return to the previous tab.

Continue

After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.

Close

This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.

Reset

This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.

Cancel

Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.

Amount Tab

The Expense Amount tab displays information regarding how much was spent, how payment was made, and ceiling information.

Pay Method

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.

Currency

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 does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount.

Exchange Rate to

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.

Expense Incurred

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.

This field does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount .

(-) Personal

Enter the amount of the expense that is personal. This amount is not reimbursed.

Unallowable

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.

Reimbursable Expense

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.

Ceiling

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.

Over Ceiling

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.

Adjustment

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.

Adjusted Ceiling

This non-editable field displays the adjusted ceiling.

Non-Reimbursable

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.

Back

This button only displays in the Add mode. Click Back to return to the previous tab.

Continue

After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.

Close

This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.

Reset

This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.

Cancel

Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.

Taxes Tab

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.

Type

This non-editable field displays the type of tax used for this expense type.

Schedule

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.

Location

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.

Tax ID

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.

Tax Rate 1 Amount

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.

Tax Rate 2 Amount

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.

Total Tax

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.

Back

This button only displays in the Add mode. Click Back to return to the previous tab.

Continue

After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.

Close

This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.

Reset

This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.

Cancel

Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.

Charge Allocations Tab

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.

Allocate By

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.

Expense Portion

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. Expense Portion is not available in the Mileage Wizard. Sent email to Kris; there are two descriptions; the one in the Wizard file is different.

Allocation Table

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.