Overview:

Click the ‘New Expense Claim' button from My Expenses. This will open the Expense Claim Details screen, creating a new Expense Claim. An Expense Claim can be created for an expense that needs to be reimbursed to the employee or for an expense that has been incurred by using the Company’s credit card. The user can select the Claim Type to create one or the other.

The user must also have either an Expense Claim company or a Credit Card company defined in its user’s Employee details. These are Supplier type of companies under which the AP invoice will be created once the Expense Claim is approved.

One or more new lines can be entered before they are saved using the Save button.

Tab to move through the displayed columns.

Screen Guide:

Open

Expense Claim - Standard approvals

Open

Expense Claim - Workflow approvals

• Header:

  • The Claim Date is manually entered.  There can be only one Claim per day. It determines the accounting period

  • The Claim Content is manually entered; a short description of the content of the Claim.

  • Notes can be entered to further describe the claim if required.

  • Claim Type, there are two options:

    • Reimbursable: This option will be displayed only if the Expense Claim Company is populated on the Employee Details tab. This allows an employee to claim expenses incurred with their own money, for which they will be reimbursed.

    • Credit Card: This option will be displayed only if the Credit Card Company is populated on the Employee Details tab. This allows an employee to enter a claim for expenses incurred with the company’s credit card. The employee will not be reimbursed for this, but it is necessary to have it to capture the costs and for reconciliation purposes once the AP invoice is on the Financial System.

  • Complete indicates the Expense Claim is ready to be approved and stops the claimer user from editing again. If the claim needs further editing, the Complete check box must be unticked, and after saving the Expense Claim becomes editable again.

    • Standard approval: An approver for the user’s Timesheet Group will be notified of this EC being ready to be approved.

    • Workflow approval: Once the Complete check box is ticked, the [Submit] button will appear to enable the user to submit the EC into an approval workflow. To update the Claim, it can be marked as un-complete, as long as the EC has not been submitted yet.

  • Approved indicates it has been approved and an AP Invoice has been created so it can be paid to the employee (to the supplier company linked to the employee). An email notification will be sent to the claimer advising the claim has been approved.

  • Paid this can be flagged manually by the Accounts Payable team or automatically by the financial system integration once the Payment comes through to Workbench.

  • Attachments any file attachments to show proof of the expense incurred can be added to the Expense Claim header or to each specific line if preferred, from the paper clip icon on each line.

  • Reimburse in XXX (Currency code)
    where the claimant's company currency code is different to the control local currency code, the words 'reimburse in' followed by the reimburse total converted to the company currency, will be displayed.

• Lines:

  • Details describing the specifics of the particular line.

  • Fin Co: A user can claim expenses against jobs in its own Financial Company or any other Financial Company. See Expense Claim Intercompany Concepts for further details.

  • Select Job Code, Activity and Work Centre to which this Cost will be recorded against.

  • Log No: type the log code or click on the control to find the desired log.

  • Activity list is restricted to those

    • with an activity type of ‘purchase” or ‘disbursement’, depending on the disbursements display nominated on the control parameter.

    • that belong to the cost activity group nominated on the job.

             -for intercompany transactions, the activity group from the away-company is accessed in 
             -the home-company to determine the activities

    • that belong to any purchase activity group nominated on the people record of the claimant

    • that belong to the expense claims activity group nominated on the control parameter 

    • that are not included in the hidden activities on the control parameter

  • Tran Date is the exact day the Cost was incurred. It can be different to the Header date. Is stored as the transaction date on the job but does not determine the accounting period.

  • Quantity is particularly important for costs like Kilometers, which have a Cost Rate defined in the Activity, so the system will calculate the total for the line based on the values defined on the Activity. Otherwise is a memorandum only.

  • Default is Currency code is from the claimants expense claim company record.
    Default for disbursements is the currency on the system. This may not be changed.
    If the expense is in a different Currency to the database currency, the system allows you to select a different currency and will calculate the Reimbursement (if any) in the local currency using the Exchange rate defined in the Currencies table.

  • Enter the Claim Inc GST value from your expense.

  • GST will be calculated automatically based on the GST type on the Activity, but can be manually modified when the Activity has GST associated with it.
    There is no default for disbursements, nor for expenses incurred in a foreign currency.
    Amount may be overwritten by entering the amount of the gst included in the claim amount.

  • GST Excl is not editable and automatically populated by the system based on the previous values (claim inc gst less gst).

  • Exch Rate display the exchange rate at that point in time in the Currencies table in Workbench.

  • XXX Reimburse will display how much should be reimbursed to the employee for that line. It depends on the Activity type: Purchase activity types are reimbursable, disbursement activity types are not, however, they do reflect a cost on the Job.
    The currency code displayed reflects the system currency or commonly called Local Currency.

  • Copy icon allows users to duplicate a line.

  • Click on the Paper Clipboard to attach proof for the expense line.

  • To delete a line tick the Bin column and Save.

• Totals:

  • KMS
    is the total of kms entered

  • Disbursements
    is the total of disbursements that will be charged to jobs in a separate batch once the claim is approved

  • Reimbursements 
    is the total that the claimant will be reimbursed in the home-company local currency
    where the claimant company currency code differs from the home-company control local currency, this amount
    will be converted to the claimant company currency and displayed on the header (see reimburse in symbol-nnn, above)

Default Value Calculations

• For lines using an Activity Type of Purchase;

If the Activity Code has a Cost Rate (the GST exclusive rate), then the GST incl and GST values will default, being calculated from the Cost Rate x the entered Quantity. The GST incl and GST values are not editable.

If the Activity Code has no Cost Rate (the GST exclusive rate is 0.00), then the GST incl value will be entered, the GST value will default (based on the GST % on the Activity Code). Both the GST incl and GST values are editable. Quantity is entered but is not used in the calculation (e.g. 3 Airfares, but the GST inc value is for all 3 Airfares, not a unit rate)

• For lines using an Activity Type of Disbursement;

All Disbursements will have a GST Rate of 0.00% as Disbursements do not attract GST.

Disbursements are always in local currency

The Claimant is not reimbursed for Disbursements

If the Activity Code has a Cost Rate, then the GST incl value will be calculated from the Cost Rate x the entered Quantity, and will not be editable. GST will be 0.00

If the Activity Code has a 0.00 Cost Rate, then the Quantity will be entered. The GST incl value will also be entered independent of the Quantity. GST will be 0.00

Negative Values 

•  If the Activity Code has a Cost Rate, the negative sign should precede the Quantity entered.

•  If the Activity Codes has a 0.00 Cost Rate, the negative sign should precede the 'Claim incl GST' entered. 

When the user has finished entering all the lines for the Claim, the Complete checkbox must be ticked. This will notify any users with Approver or Administrator authorities over this user’s Timesheet Group, with an email notification. The Expense Claim will then show for approval on My Approvals for the Approver/Administrator.

Claims that have been Approved cannot be edited.

Claims that have been Completed cannot be edited. A user may 'Uncomplete' their own Claim, to then be able to edit.

After any data entry or change of data, the user must ALWAYS Save the changes using the Save button.
f the user exits the screen without Saving the entered data will be lost.

When saving entered data, validation of that data takes place. Lines with invalid data (invalid Job Code, no Job Code etc) will not be saved and a red error message will display as below, and the source of the wrong data will also be highlighted on the screen.

Next Steps: