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Managing expense categories - HR Web Platform

Jameson Nixon
Updated

Overview

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 Categories feature allows you to create a list of expense categories you can allocate against your employees. The feature also allows you to disable an expense category if it is no longer in use, edit the data if it needs updating, and delete a record if it is no longer required.

Availability 

HR Plan:   Free   Standard   Premium   Platinum

Getting started

The below premise will walk you through how to create a new expense category and how you can assign it the correct tax rate.

Create an expense category
  1. Click the Payroll Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the Add Expense Category button.
    screenshot of expense categories. there is a table with a blue add expense category button highlighted in red at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them
  4. Complete the following fields:
    • Name.
    • Tax rate.
  5. Click the Save button.
    the add expense category form. it is blue and white with two fields to fill out. name and tax rate. there are then two buttons a white cancel button and a blue save button.

Maintain

You can edit both the name and the tax rate of each expense category as well as individually enable or disable them as and when required.

Edit an expense category
  1. Click the Payroll Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Edit button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, enable or delete. edit is also highlighted
  5. Make the required changes and click the Update button.
    the update expense category form. it is blue and white with two fields to fill out. name and tax rate. there are then two buttons a white cancel button and a blue save button.
Disable an expense category

Important

Disabling an expense category will remove it from the list of expense categories an employee can select from when creating an expense claim. It will not remove it from historical claims.

  1. Click the Payroll Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Disable button. 
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, enable or delete. enable is also highlighted
  5. Click the Disable button.
    screenshot of popup asking are you sure you want to enable this expense category. cancel or enable
Enable an expense category

Important

Enabling an expense category will add it to the list of expense categories an employee can select from when creating an expense claim.

  1. Click the Payroll Settings menu.
  2. Click the Expense Settings submenu.
  3. Click the    Actions button.
  4. Click the   Enable button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, disable or delete. disable is also highlighted
  5. Click the Enable button.
    screenshot of popup to delete category asking are you sure you want to delete this expense category? cancel or delete.
Delete an expense category

Important

The deleting of an expense category is only available when you have not used an expense category within an expense claim.

  1. Click the Payroll Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Delete button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, disable or delete. delete is also highlighted
  5. Click the Delete button.
    screenshot of popup to delete category asking are you sure you want to disable this expense category? cancel or disable.

Author recommended

So you have now managed your other tasks and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

  • HR platform: Goals (OKRs) This feature shows you how you can use the Objective, Key Results (OKR) framework to help align and connect all your employees to your company goals.
  • HR platform: Company Values This feature allows you to view the details of each of your organisation's chosen company values, enabling you to see the what your leadership team feels embody the vision and purpose of your business.
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