Submit Expenses for an Employee

Overview

If you're using the Expenses function in your portal you can choose to enable them on timesheets, which allows Admin users to submit them on behalf of the employee. 

In Users > Employees > select employee > select active job > Job Details, there are two tick boxes labelled 'Expenses'. One is in the Job Settings and the other is in the Timesheet Settings. If you tick the one in the Timesheet Settings, Admin users will be able to submit expenses for employees.  

Submit Expenses on a Timesheet

When expenses have been enabled on a timesheet, the timesheet will include a column to enter the expense data.

To enter an expense in a timesheet:

1. Click on the timesheet (it must be an unopened or pending submission timesheet)
2. Enter the units worked for the day or week if required.
3. Click the Expenses drop-down arrow and select an Expense Category.
4. Add the expense amount and confirm if GST applies. The GST amount will automatically calculate if it is selected.
5. Click Add.

An expense is indicated on a timesheet by an orange circle icon above the drop-down field. You can view the details for each added expense in the Expenses section at the bottom of the timesheet.

To upload a document (eg receipt) in the Expenses section, click the Add button in the Attachments column, then select file and click Open. You can also drag and drop the file you’d like to attach over the Expenses section.

When the file has been uploaded, the Attachments column will be marked with an orange icon. To view the file details, click the drop-down arrow in Attachments.