Contents of the Payments Form

Use this form in Expense Settings to enter settings for processing expense report payments.

Contents

Field	Description
Company Name	If your firm uses multiple companies, the name of the active company displays at the top of the form. You specify expense report payment information for each company.

Employee Expense Payment Format Section

In this section, enter information about expense report payment methods.

Field	Description
Format	Select the country with a payment format that most closely matches the one that you use for employee advances and expense reimbursement payments. The country that you select in this field and the template that you select in the Template field determine the how your employee expense payments print. If you are printing paper checks, the settings that you enter in this field and the Template field must be suited to the check stock that you use. The format options are: United States: This is the default setting. United Kingdom: This format is designed for use with A4-sized paper. Canada: When you select this format, you can use the Payment Face Date field and the Print Date Format Indicator on Payment Face option on this form to choose the date format and determine whether or not the date format indicator prints on the payment face.
Currency	Click the currency that displays in this field to open the Format Currency dialog box and enter currency format information to apply to the check face and stub for expense payments. Your selections apply to any selected check format and template, including custom templates.
Payment Face Date	Click the date in this field to open the Format Date dialog box and then specify formatting information for the date that prints on the check face. Your selections apply to any selected check format and template, including custom templates. How the payment date is shown on the check stub: For the Deltek two-part and Deltek three-part check templates, the date on the check stub is in the Short Date format that is currently specified in your workstation's Regional and Language Settings. For the Deltek payment on bottom check template, the settings that you enter in the Payment Face Date field apply to the date on the check stub. The dates for expense report detail lines on the check stub are shown in the Short Date format that is currently specified in your workstation's Regional and Language settings.
Template	Select the template to use for employee advance and expense reimbursement checks: Deltek two-part: The check face prints on the top third, and the stub prints on the bottom two thirds of the check stock. Deltek three-part: The check face prints on the top third, and two complete (duplicate) stubs print on the bottom two thirds of the check stock. Deltek payment on bottom: The check face prints on the bottom third, and the stub prints on the top two thirds of the check stock. This option displays only if you set the Format option to United Kingdom on this form. This template is formatted to fit A4-sized paper. <Custom template>: If you create custom templates for expense checks, they are included in this drop-down list with their actual file names. The setting that you choose in this field and the country that you choose in the Format field on this form determine how your employee expense checks print. For all of the templates: The payment date prints on each check stub. The employee's address prints on the check stub based on the format that is selected for the employee's country in Country settings, in Settings > Labels and Lists > Lists. The employee addresses include the country if the employee's country is different than your company's country. User-defined field tables are available so that you can easily add them if you customize the check templates with Microsoft SQL Server ® Reporting Services.
Print Date Format Indicator in Payment Face	This field displays if you set the Format option to Canada. Select Yes if your check stock does not have the required date format indicator preprinted on the check stock. The format indicator will be printed on the check face according to the settings that you enter in the Date Order and Type fields on the Format Date dialog box. This dialog box displays when you click the date in the Payment Face Date field on this form.
Print Bank ID and Account Number on Payments and Remittances	Select Yes to print the ID of the selected bank and the account number.

Additional Options Section

Enter more expense report information in this section.

Field	Description
Default Bank	Select the bank to whose account you want employee expense reimbursements and advances posted, unless otherwise specified.
Print Social Security Number on Journals and Direct Deposits	Select whether or not to display the Social Security number of all your employees on the following reports and files: Draft Payroll Journal Payroll Journal Posting Log (including the hyperlink from Employee Review) Payroll Direct Deposit report and ACH file Employee Expenses Direct Deposit report and ACH file
Enable Originating Vendor for Expenses and AP Vouchers	This field displays only if the Enable Tax Auditing Feature option is selected in Settings > Cash Management > Options. Select whether or not you want the ability to enter an originating vendor for the line items that you enter for employee expense reports, accounts payable vouchers, and accounts payable disbursements, in addition to entering the actual employee or vendor who is getting paid for those line items. This allows you to identify and track amounts that are directly and indirectly paid to a vendor. For example, an employee's expense report can include purchases from a number of different vendors, such as a hotel or airline. The employee already paid the hotel and airline vendor on your behalf. Now you are reimbursing the employee for your company's expenses, but you want to associate the hotel and airline vendor with the expense report payment to more accurately track your expenses for those vendors. When you enable originating vendors: An Originating Vendor entry field displays in the grid in Expense Reports in My Stuff and in AP Voucher, AP Disbursements, and Employee Expenses Transaction Entry in the Transaction Center. Entering a vendor in the these fields is optional. You see the originating vendors for line items on expense reports, transaction posting logs, and transaction lists for informational purposes. You can use the Tax Analysis Report to view tax amounts that are paid both directly and indirectly to a vendor. The following reports display the originating vendor: Tax Analysis Report AP Voucher, AP Disbursement, and Expenses Transaction Lists AP Voucher, AP Disbursement, and Expenses Posting Logs Time & Expense Employee Expense Detailed Report