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Creating Expense Types

To create an expense type:

1. Select the Admin tab then select the Expense Setup option from the left-hand side of the page;

2. From the Expense Types tab of the Expense Setup page, click Add Expense Type;

3. From the Expense Type Edit page, enter a name for the Expense Type;

NOTE: The following special characters are illegal:

`

"

+

/

4. Enter a meaningful Description;

5. If required, under Further Details, select the appropriate expense breakdown window for the expense type from the drop-down list.

See The Defined Windows tab.

6. Select the appropriate Allowance item for the expense type from the drop-down list;

See "Allowance Items"

7. Enter the Message that will be displayed to the user whenever they use the expense type;

8. Only when no value or a non user-defined type is selected in Further Details, are the following details relevant:

Tax Code	This is the default Tax Code that will apply to the expense type. It can be selected from the Tax Code list on the right.
Fix Tax Code?	This flag is activated to prevent the user from overwriting the Tax Code.
Fix GL Code?	This flag is activated to prevent the user from overwriting the GL Code.
Edit Tax Amount?	This flag is activated to allow the user to overwrite the Tax amount.
GL Assignment	This section specifies the default GL coding that will apply to the expense type. It can be selected from the segment search list on the right.

9. In the Further Details section, decide whether a declaration form is required by activating either one of the following flags:

· URL - Enter the URL location;

· Document - Enter the document location;

· None.

When URL is flagged, the specified document is presented in the internet browser.

When Document is flagged, a prompt is presented informing of the specified document's location.

10. Decide whether the declaration is either one of the following:

· Reportable - All participant information flags are available;

· an Employee Benefit - Only the first participant information flag applies;

· a Concession - All participant information flags are available.

Only when Concession? is flagged are the following details relevant:

Concession Form	This is where you specify if a Concession Form is required: · URL - Enter the URL location for the form. The form is presented on the Internet browser. · Document - Enter Document location for the form. · None - No form is required.
Concession %	This is the Concession rate to apply.
GL Assignment	This section specifies the default GL coding that will apply to the concession. It can be selected from the segment search list on the right.

11. Click Update Changes.

Note:

The Further Details and Concession Details sections are only available for maintenance for user-defined expense types only.

See also:

Modifying Expense Types

Deleting Expense Types

Assigning Expense Types

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