You are here: Modules > Timesheets > Expenses

Expenses

This screen allows entry of expenses incurred by the employee, for reimbursement purposes.

Rules and Guidelines

  • Select the date for the corresponding timesheet details that you are entering.
  • New entries in on this screen are available when all the record s are 'Approved by Administrator', 'Rejected', or 'Saved'.
  • Any record with a status of 'Request Submitted' or 'Approved by Manager' will lock this screen.
  • The "Current Period End Date" is displayed on the right hand side of this screen. This field is read-only.

Field Information

ClosedHours Code

Select from the list the appropriate hours code.

ClosedUnits

Enter the number of number of units for that code.

ClosedRate

The Basic rate/Hourly rate of the employee will be auto updated for Rate codes. Key in the Rate for Cash codes

ClosedAccount

Select from the dropdown the appropriate account.

ClosedDepartment

Select from the dropdown the department you a part of.

ClosedStatus

This will display the status of your entry (e.g. Request Submitted, Approved by Manager, etc).

ClosedLabour Cost Code 1

Select from the dropdown the cost code for accounting purposes.

ClosedComment

Enter or edit comment/s in this field. Once the changes are saved, double-click in each field/column to view the comment/s.

ClosedAttachment
  • Attach - This allows you to attach scanned documents (in JPEG, PNG, and BMP) to the individual record. This is only enabled if there is no attachment
  • View - This displays the image attached in a modal pop-up. This is only enabled once a document has been attached.
  • Delete - This deletes a document allowing users to re-upload a file. This is only enabled once a document is attached.

 

 

Button

ClosedSubmit

Once clicked, this button prompts the you to decide whether or not the system will print a summary of the records to submit.

  • This will be a PDF Report detailing all records that are being submitted (i.e. up to Today's date with a status of 'Saved', grouped by Date).
  • Once decided, the records that are set to 'Saved' before Today's Date will be moved to the Workflow and the records set to 'Request Submitted'.
  • An email message (with the PDF Report attached) and an Inbox alert (with a link to the PDF Report included) will be sent to the Manager advising that there are Expenses to review. If 'Submit' is not clicked, only the Inbox alert is sent.