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What are the expense types?

SRXP supports different expense types, all of which serve a specific purpose:

  • Receipt
  • Mileage
  • Timesheet
  • Duty
  • Per diem

Which expense types are available for the submitter to create, depend on the categories configured by the admin. A category can be configured to be used for one or more expense types. If there are no categories available for the submitter with a certain expense type, he can't create that type of expense. Below we'll dive into the details of the various expense types.

Receipt

Receipts are expenses that are represented by one or more attachments. Think of the physical receipt you get when purchasing something in a store or a PDF document
you obtained electronically. Apart from attachments, receipts have the following properties:

  • Date (required)
  • Currency (required)
  • Country (required)
  • One of more amounts (required) which have a:
    • Category (required)
    • VAT percentage (required)
    • Amount excl. VAT (required)
    • VAT amount (required)
  • Payment method (required)
  • Vendor (optional)
  • Description (optional)
  • Project (optional)
  • One or more tags (optional).

Projects and tags can only be selected if the admin actually added any projects or tags to be used  by submitters. Every amount of a receipt can have its own category, VAT percentage, amount and VAT amount. A VAT amount is calculated automatically whenever the submitters selects a VAT percentage, but due to rounding, the calculated VAT amount might be a little different from the one on your receipt. We therefore allow the submitter to change the VAT amount one cent up or down.

Mileage

Mileage expenses represent the travel allowance employees get when they travel from point A to point B. They get a certain amount per kilometer or mile. This amount might depend on other factors. Mileages have the following properties:

  • Date (required)
  • Waypoints (required, at least 2) which have a:
    • Name (required)
  • Distance (required) - automatically calculated (editable)
  • Category (required)
  • Vendor (optional)
  • Description (optional)
  • Project (optional)
  • One or more tags (optional).

A submitter enters the textual representation of the waypoints. Using Google APIs we display a list of possible waypoints he can select from. This also gives us the coordinates. He then sees the waypoints he entered displayed on a map. Using these waypoints we can also automatically calculate the distance. As this might not be the exact route the submitter has taken, we allow him or her to override the distance. Using the distance, we can display the total amount of the mileage. This might also depend on the category he or she selected. That is because the actual travel allowance can be configured on three levels:

  • Job title travel allowance (applies to all accounts with that job title)
  • Account travel allowance (if configured, overrides the job title travel allowance)
  • Category travel allowance (if configured, overrides account and job title allowance)

Whenever the submitter has selected a category, we know the right travel allowance to use.

Timesheet

Timesheet expenses are very simple and only used for customers that want to log the number of hours that an employee has made. Timesheet properties:

  • Date (required)
  • Hours (required)
  • Category (required)
  • Vendor (optional)
  • Description (optional)
  • Project (optional)
  • One or more tags (optional).

Duty

Duty expenses are also very simple. They are a lot like timesheets, but instead of hours, they simply have one amount that the submitter can specify. Duty properties:

  • Date (required)
  • Currency (required)
  • Amount (required)
  • Category (required)
  • Vendor (optional)
  • Description (optional)
  • Project (optional)
  • One or more tags (optional).

Per diem

Per diem expenses represent different types of allowances that employees get, for instance when travelling abroad. Usually there is a fixed allowance for breakfast,
for example. Per diem properties:

  • Start date (required)
  • Country (required)
  • Per diem rate (required)
  • Quantity (required)
  • Category (required)
  • Description (optional)
  • Project (optional)
  • One or more tags (optional).

Selecting a per diem rate determines the amount the submitter receives per unit (which he  pecifies as 'quantity'). For example, if the submitter goes on a business trip of three days and for all those days he is eligible for breakfast allowance, he would select the right starting date, the breakfast per diem rate and a quantity of three.