Available for the following Payroll plans: Standard, Premium, Core Payroll, Unlimited+Payroll
Available for the following user access levels: Admin
The expense reimbursement process allows employers to pay back employees who have spent their own money on business-related expenses. When employees receive an expense reimbursement, typically they would not report such payments as wages or income. These types of reimbursable expenses occur when employees travel for work. But can come from other activities related to their employment — for example, certain purchases of work-related supplies or tools.
The Expense Category feature allows you to create a new expense category and include details such as the tax code, general ledger mapping code, tax rate and external ID. You can also use this feature to edit the information if it changes and delete a record that is no longer required.
Helpful Hint
Please note that the payroll classic platform does not include expenses in end-of-year income statements.
Getting started
- Click the Business Settings menu.
- Click the Payroll Settings submenu.
- Click Expense Categories.
- Click the Add button.
- Complete the following fields:
- Name.
- External ID.
- General ledger mapping code.
- Tax code.
- Tax rate.
- Click the Save button.
- Click the Business Settings menu.
- Click the Payroll Settings submenu.
- Click Expense Categories.
- Click the Import button.
- Click on Import on the following screen.
- Once the Flatfile developer modal loads, you then have the option to upload a file (.csv, .xlsx, etc.) or you can manually input the data.
- Once the file has uploaded, then you will need to map the field, so that accurate data is uploaded to payroll.
- Data will then be validated, and here you can input text or use the drop-down menus to validate the data.
- Once all of the data is valid (Flatfile will alert the user in the top left-hand corner of the pop-up window), click on Submit.
Maintain
The below premise will walk you through how to edit the information if required and how you can restore Delete categories via the Restore Deleted Items feature.
- Click the Business Settings menu.
- Click the Payroll Settings submenu.
- Click Expense Categories.
- Click the expense category that needs editing.
- Make the required changes and click the Save button.
Important
You can delete categories, as long as the data has no association with unfinalised pay runs, recurring employee expenses, or pending or approved employee expense requests. Refer to the Draft Pay Run Audit report if need to know the employees impacted by expense category in unfinalised pay run
Deleted categories will not be available to select when creating new expense requests. However, deleted categories will be available in historical reporting and pay runs, as well as filters where applicable.
- Click the Business Settings menu.
- Click the Payroll Settings submenu.
- Click Expense Categories.
- Click the Delete button.
- Click the Delete button.
- Click the Business Settings menu.
- Click the Advanced Settings submenu.
- Click the Restored Deleted Items Categories button.
- In the Category Type drop-down menu, select the Employee Expense Category option.
- Select the category you wish to restore.
- Click the Restore button.
- Click the Restore button.
Watch the training video
Explore related content
- Send a Notification to Employees That Have Completed Our STP This FAQ answers a common question we receive about how do I notify my employees that they can access their income statements via the Australian Tax Office (ATO) online services.
- Manage deduction categories This feature allows you to create a new deduction category and specify details such as the category, external ID, payment classification and liability general ledger mapping code.