Expense Type Wizards

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Select a Vendor for the list of available Vendors.  Note 'Preferred Vendors' are marked with an *. If the expense type has been defined as requiring a vendor, either this field or the next will be required.

If the appropriate Vendor name is not available in the Vendor drop down list, enter the vendor name in this field.  If the expense type has been defined as requiring a vendor, either this field or the previous will be required.

Specify the location where the travel originated.

Specify the location where the travel terminated.

Specify the date the travel originated.

Specify the date the travel originated.

Enter the airline ticket number.

Enter the amount of the expense.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

For tracking purposes, enter the check number of the check with which you are returning funds previously advanced.  Note: the CASH-RETURN expense type can only be used in conjunction with an accompanying ADVANCE expense type (on the same expense report).

The amount of the unused Advance that is being returned.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Amount you are returning 

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Enter the vendor name in this field.  If the expense type has been defined as requiring a vendor,  this field will be required.

Enter the total amount of the bill.  

Note: the values necessary for this and the next two fields may vary depending on your company policy.

Enter the amount of the monthly service charge.  

Note: the values necessary for this and the next two fields may vary depending on your company policy.

Enter the amount of any personal calls.  

Note: the values necessary for this and the next two fields may vary depending on your company policy.

This field is calculated as follows:

Total Charges - Monthly Service Charges (which may include taxes)

This field is calculated as follows:

Total Phone Call Expense - Personal Calls

This field is calculated as follows:

Total Business Call Expense / Total Phone Call Expense

This field is calculated as follows:

Percentage of Business Calls * Monthly Service Charge

This field is calculated as follows:

Total Business Call Expense + Prorated Service Charge and Taxes

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Total Business Telephone Expense 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Enter the vendor name in this field.  If the expense type has been defined as requiring a vendor,  this field will be required.

Specify the location of the activity.

Enter a description of the activity.

Enter the purpose of the entertainment expense.

List the People attending, their Titles and affiliation to you.

Select whether the business related discussion took place before, during or after the entertainment event.

Enter the amount of the expense.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Select a Vendor for the list of available Vendors.  Note 'Preferred Vendors' are marked with an *. If the expense type has been defined as requiring a vendor, either this field or the next will be required.

If the appropriate Vendor name is not available in the Vendor drop down list, enter the vendor name in this field.  If the expense type has been defined as requiring a vendor, either this field or the previous will be required.

This is the date you checked into the lodging establishment.

Enter the location of the lodging establishment.

This is the number of nights that you were charged for lodging.

This is the amount you were charged for the room.  Your company policy will determine what may be included in this field.  Either 'Daily Room Rate' or 'Daily Tax Rate' is required.

This is the amount you were charged for the room tax (if you are required to break out this amount for reporting purposes).  Your company policy will determine what may be included in this field.  Either 'Daily Room Rate' or 'Daily Tax Rate' is required.

This field is calculated as follows:

Nights Charged * (Daily Room Rate + Daily Tax Rate)

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

This is the date the travel was incurred.  This date will correspond to the expense line item date.  The Mileage Rate will be determined based on this date.

Specifies the starting point for the travel.

Specify the destination or destinations visited during the travel.

Enter the total miles driven on the trip eligible for reimbursement.

The mileage rate associated with the 'Date of Trip'.

'Total Miles' times 'Mileage Rate'.

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Enter the vendor name in this field.  If the expense type has been defined as requiring a vendor,  this field will be required.

Enter the names of all the individuals that attended the Business Meeting.

Provide the number of people attending the Business Meeting.

Enter the total expense amount for the Business Meeting.

This field is calculated as follows:

Total Amount / number of Attendees

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Select a Vendor for the list of available Vendors.  Note 'Preferred Vendors' are marked with an *. If the expense type has been defined as requiring a vendor, either this field or the next will be required.

If the appropriate Vendor name is not available in the Vendor drop down list, enter the vendor name in this field.  If the expense type has been defined as requiring a vendor, either this field or the previous will be required.

This is the date the lodging expense was incurred.  This date will correspond to the expense line item date. The per diem rates will be determined based on this date.

Select the region (Country or State) that most closely matches the location associated with the lodging expense.  Once this value is selected, the relevant 'City/County' choices will be populated.

Select the region (City or County) that most closely matches the location associated with the lodging expense.  The values in this list correlate to the item selected in the previous drop down list.

This value is looked up based on the 'Date', 'Country/State' and 'City/County' entries.

This is the amount you were charged for the room.  Your company policy will determine what may be included in this field.  Either 'Daily Room Rate' or 'Daily Tax Rate' is required.

This is the amount you were charged for the room tax (if you are required to break out this amount for reporting purposes).  Your company policy will determine what may be included in this field.  Either 'Daily Room Rate' or 'Daily Tax Rate' is required.

This field is calculated as follows:

Daily Room Rate + Daily Tax Rate

This field is calculated as follows: See examples below.  Also see Overage Note below.

This field is calculated as follows: See examples below.  Also see Overage Note below.

This field is calculated as follows: See examples below.  Also see Overage Note below.

The reimbursable amount for a lodging per diem is the actual incurred daily lodging expense less any lodging and/or tax overage amounts for the reported location and date. 

See examples below.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount 

This is the date the M&IE expense was incurred.  This date will correspond to the expense line item date. The per diem rates will be determined based on this date.

Select the region (Country or State) that most closely matches the location associated with the M&IE expense.  Once this value is selected, the relevant 'City/County' choices will be populated.

Select the region (City or County) that most closely matches the location associated with the M&IE expense.  The values in this list correlate to the item selected in the previous drop down list.

This value is looked up based on the 'Date', 'Country/State' and 'City/County' entries.

Checking either First Day or Last Day will cause the respective pro-ration factor to be applied to the reimbursement amount.  

Checking any of the Meals Provided check boxes will cause the respective meal amount to be subtracted from the per diem allowance amount.

The reimbursable amount for a M&IE per diem is the daily M&IE allowance for the reported location and date, less the allowance for meals provided, pro-rated for partial days. 

See example below. 

Total:

This check box indicates that a receipt will be provided with the expense report.  If the expense type has been defined as requiring a receipt, either this field or the next will be required.

If no receipt will be provided, specify a reason.  If the expense type has been defined as requiring a receipt, either this field or the previous will be required.

Enter the vendor name in this field.  If the expense type has been defined as requiring a vendor,  this field will be required.

Enter the amount of the expense.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the next (VAT Location) is supplied, both fields are required.

If your system has been configured to allow for the capture of VAT (Value Added Tax) information, this field will appear, otherwise, it will not.  Even if it does appear on the screen, however, the system does not require entry.  If, however, either this field or the previous (VAT Amount) is supplied, both fields are required.

This field will default to your system default currency, or the value specified in each user's custom Profile.  If the expense was incurred in a currency other than your system default, you'll want to select the appropriate currency. 

This field will default to 1.  If you have specified a 'Currency Used' in the previous field, you will want to supply the appropriate exchange rate that was applied at the time of the transaction. 

This field is calculated as follows (USD label will reflect company currency label):

Exchange Rate * Expense Amount 

This field is calculated as follows (USD label will reflect company currency label) (and may not appear on your wizard if VAT is not enabled in your system):

Exchange Rate * VAT Amount