Entering Expenses

Employees can enter expenses using the Actions>Expense Entry page.

The system must be configured to display an expense form before employees can enter their expenses. For more information, see System Settings and Configuring System Settings.

Note: 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.

Managers can review and approve employee expenses using the Approve Timesheets form. For more information, see Approve Timesheets and Approving Employee Timesheets and Expenses.

To enter expenses, complete the following steps:

  1. Access the Expense Entry report form using Actions>Expense Entry.

    2. Note: If the Expense Entry option does not display on the Actions menu, EWS has not been configured to allow expense entries. EWS must be configured to display an expense form before employees can enter expenses.

  2. In the Expense Date field, select the expense date from the drop-down list.
  3. If you are entering expenses for multiple days and you want the date displayed in the Expense Date field to automatically advanced to the next day after you add your expense for the current day, select the Advance Date on Add check box. For example, if you want to add expenses for 2/6/2010 and 2/7/2010, select this check box. After you enter your expense for 2/6/2010 and click the Add button, your 2/6/2010 entry will be saved, and a new entry form will load with the Expense Date field automatically populated with the 2/7/2010 date.
  4. In the Cost Center field, 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 Managementmodule online help.
  5. In the Expense Code field, select which expense code you want to specify for your expense from the drop-down list. The expense codes displayed in the drop-down list are expense codes set up in the Payroll module then assigned to the employee ID in the HR Management module. For more information about specifying expense codes for employee IDs, see the HR Management module online help.
  6. If you are entering mileage, enter your mileage in the Mileage field. You can only enter mileage in the Mileage field if you selected a Mileage expense code in the Expense Code field. When you select a Mileage expense code, the Expense Entry form refreshes, and you can enter your mileage into the Mileage field. Mileage rates are specified in the HR Management module. For more information about specifying mileage rates, see the HR Management module online help.
  7. In the Amount field, enter the amount of the expense.
  8. In the Description field, enter a description for the expense.
  9. Click the Add button to save your expense entry.

Tip: Use the Batch Total 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.