Expense Category Definition

Use this option to define all the category codes that will be used in entering expenses. Every expense must be assigned to a category, which controls how that type of expense is entered and what G/L accounts are charged for the expense.

1. Select AdExpenseSM|Database|Expense Category.

2. On the Expense Category prompt window, key a name of up to 25 alphanumeric characters for a new category or select or key an existing category to update.

3. Click the Next icon to display the detail window.

Expense Category Definition Window

4. If you are changing the name of an existing expense category, click <Change Category Name> to permit entry in the Expense Category field.

5. Key or select a default Account Number to which this type of expense is to be charged when it is not billable. This account can be overridden in the Expense Post Approval process.

6. Key or select a default Tran Code for this type of expense to be used when a job is entered on the trip segment. This code can be overridden in the Expense Post Approval process.

7. Key or select a default Work Code for this type of expense to be used when a job is entered on the trip segment. This code can be overridden in the Expense Post Approval process.

8. To set a daily Maximum Amount allowable for expenses of this type, key the amount. If a daily amount greater than this amount is entered for this expense category, a warning will display on the Trip Segment Detail window and Manager Approval will be required for this voucher, regardless of the System Settings. An exception to the maximum amount can be set up by client/product in AdExpense|Administration|Client Product Exception.

9. If airline, hotel or ground transportation vendors are to be tracked for this type of expense, click the Notes Required box.

10. If an analysis is required for this type of expense, click the Entertainment Analysis Required box. The entertainment analysis should be used to record information required for tax deductible expenses, but may also be used for other purposes.

11. To make this category a default, click the Default box. For each default expense category, the Trip Segment Detail window initially displays one row.

12. To use this category to enter mileage expenses in miles instead of dollars, click the Mileage box. The category will display in green on the Trip Segment Detail window and any amounts keyed on the row are multiplied times the effective mileage rate to calculate the expense amount.

13. To inactivate the selected expense category, click in the Inactive box. After the expense category has been inactivated, it will no longer appear in the Expense Category drop-down list on the Trip Segment Detail Window. If an expense category is marked inactive after an expense report has already been submitted, the Post Approver will receive an error message stating that the category is inactive. The expense will have to be rejected and the Administrator will either have to activate the expense category until the expense is posted or the employee will have to use a different category and resubmit the expense.

14. Click the "For AdExpense Administrators Only" checkbox if you want the specified expense category to display on the Expense Category drop-down list in Expense Entry for Administrators only. If the user is not an Administrator, this expense category is not displayed in the Expense Category drop-down list.

Note: This selection cannot be used in conjunction with the Default selection.

15. The “Overtime Rules Validation Required” setting allows you to apply overtime rules to a specified category. Overtime rules require all overtime hours to be first approved or posted in AdClock then require that hours entered must be equal to or greater than the overtime hours required for reimbursement. Hours required for reimbursement differ between weekdays and weekends/holidays. If rules are not followed, edits display when entering expenses that disallow entry. For any overtime Expense Category you create, if a weekday, the number of hours posted for that date must be at least ten hours. If a weekend day, then the number of hours posted must be for at least six hours.

16. Click the Save icon to save information.

17. To delete an expense category that has not yet been processed in an expense, follow steps 1 through 3, then click the Delete icon .

18. To print expense category information, click the Listing icon the refer to Printing Selections Window.