Expense Entry

Access this page using Actions>Expense Entry.

Use this page to enter expense information, including hotel, meal, and mileage expenses.

Note: This page only displays if the Mileage and Other Expenses option in the Expense Form field is selected on the System Settings page. For more information, see System Settings and Configuring System Settings.

Procedures 

Fields 

Expense Date: Select the expense date from the drop-down list.

Advance Date on Add: Select this check box if you are entering expenses for multiple days and you want the date displayed in the Expense Date field to automatically advance to the next day after you add your expense for the current day.

Cost Center: Select which cost center you want to specify for your expense from the drop-down list. The cost centers displayed in the drop-down list are the cost centers specified for your employee ID in the HR Management module. For more information about specifying cost centers for employee IDs, see the HR Management module online help.

Expense Code: Select the expense code your expense is associated with from the drop-down list. The expense codes displayed in the drop-down list are expense codes set up in the Payroll module and then assigned to your employee ID in the HR Management module. For more information about specifying expense codes for employee IDs, see the HR Management module online help.

Mileage: Enter the mileage for the expense if you selected a Mileage expense code in the Expense Code field. When you select a Mileage expense code, the Expense Entry page refreshes, and you can enter your mileage into the Mileage field. You can only enter mileage in the Mileage field if you selected a Mileage expense code in the Expense Code field. Mileage rates are specified in the HR Management module. For more information about specifying mileage rates, see the HR Management module online help.

Amount: Enter the amount of the expense.

Description: Enter a description for the expense.

Batch Total: The system displays the total amount of expenses entered for the session. Use this field to track and verify the total amount of expenses you enter for a session. For example, assume that you have hotel, meal, and mileage expenses for a specific date. In this scenario, you enter a hotel expense of $250 and then click the Add button. The number displayed in the Batch Total field is $250. Then assume that you enter a meal expense of $50 and then click the Add button. The number displayed in the Batch Total field is now $300. Finally, assume that you enter a mileage expense for 100 miles and then click the Add button. The mileage reimbursement rate for your company is 36.5 cents a mile, so the number now displayed in the Batch Total field is 336.5. The number in the Batch Total field helps you confirm that you correctly entered all of the expenses for the day in your session.

Buttons 

Add: Click this button to save your expense entry.

Tip: After employees enter their expenses using the Expense Entry form, employees can view their expense entries using the View Timesheets and Expenses form and generate and view expense reports using the Expense Report form.