How do I manage my organisation's expense categories via Payroll?

Available for the following Payroll plans: Standard, Premium

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, 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.

Getting started

The below premise will show you how to establish expense categories from the Payroll Settings page.

Adding an expense category
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Expense Categories button.
  4. Click the Add button.
    Expense__NZ__1.jpg
  5. Complete the following fields:
    • Name.
    • External ID.
    • Tax code.
    • Tax rate.
  6. Click the Save button.
    Expense__NZ__2.jpg

Maintain

Deleted categories can be restored via the 'restore deleted items' function.

Edit an expense category
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Deduction Categories button.
  4. Click the expense category that needs editing.
    Expense__NZ__3.jpg
  5. Make the required changes and click the Save button.
    Expense__NZ__4.jpg
Delete an expense category

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.

  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click Expense Categories.
  4. Click the Delete button.
    Expense_5.jpg
  5. Click the Delete button.
    Expense_6.jpg
Restore an expense category
  1. Click the Business Settings menu.
  2. Click the Advanced Settings submenu.
  3. Click the Restored Deleted Items Categories button.
  4. In the Category Type drop-down menu, select the Employee Expense Category option.
  5. Select the category you wish to restore. 
  6. Click the Restore button.expense2.jpg
  7. Click the Restore button. expense3.jpg

Explore related content

  • Payroll platform: Timesheet settings This feature enables you to customise your payroll Timesheet feature, for example, by setting up the requirement for employees to enter a work type and/or location when they submit a timesheet.
  • Payroll platform: 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.
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