Detailed Expense Sheets

The detailed expenses option allows your candidates to enter either simple or itemised expense claim forms on their portal, upload and attach supporting images such as receipts and to submit to a signatory for authorisation. If you wish to enable this option please log a support ticket from the Support menu on your system and a member of the team will enable it for you.

The Detailed Expenses process

Firstly, you will need to set up expense codes on the Expense Code Entry screen. This is similar to setting up rate codes for timesheets.

Click 'Add new expense code' to set up your expense codes.

You can set your Pay and Bill Nominal Codes if needed and add a Short Description as this will be visible on the expense form image the system produces for submission to a signatory.  Also check the 'Charge VAT?' box is set in-line with whether you wish the system to add VAT on to this expense item when it is produced on a sales invoice as well as pay with VAT if paying to a VAT-registered Supplier.

To enable a candidate to enter a detailed expense on their portal you need to ensure you have selected the Detailed Expense option on the Assignment Entry for that candidate - it is on the bottom of the Main Details page:

As you can see there are two options for a Detailed Expense; (1) Detailed Expense Single Item Rate Code and (2) Detailed Expense Multi Item Rate Code. The Single Item option allows the candidate to complete expenses using each expense rate code once per expense form, for example one instance of general expenses, mileage, one of hotel, one of food, etc. If you select the Multi Item option they will be able to use each expense code item as many times as they like, for example several lines of 'general expenses' 'mileage', several of 'hotel', etc.

On the candidate's portal they will now have an Expense page where they can create expense forms as required:

When they click New Expense Sheet they must select the assignment the expense relates to and enter the Start and End Dates for the period of the expenses.  They then click Create new expense sheet and the system will generate one for them:

The new expense sheet will be visible on the Expense page for them to select:

When they select the expense for they will have the option to add their expense item as well as add supporting documents. They can also void the expense.

The candidate must click Add New Expense item to start entering his expenses:

If the candidate is entering an expense such as Mileage they can enter the number of miles in the Units box, and then the unit Rate, for example, 45p and the system will calculate the total mileage.

When they have completed their expense entry they will be able to see the expense item/s represented on screen and will then be able to add any supporting documentation by clicking Add Document:

Document types we accept are listed on the Upload document screen.

They can upload multiple documents if they wish but they need to upload them one at a time. They will be able to view the images and also remove them:

The candidate then submits their expenses in a similar way to how they submit timesheets for electronic signature:

Their expense form will take on a status Awaiting Authorisation and when it has been authorised it will change to Awaiting Approval. The authoriser will receive an email asking them to click a link to sign the expenses.

When the authoriser clicks the link they will be able to view the expense form and sign it in the same way they would sign a timesheet:

Authorised expenses will appear in the Timesheet Validation area along with timesheets waiting for your approval. 

Once validated the expense sheets will be directed to the usual areas of sales invoices and payments where they can be processed.