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Data Entry: Employee Miscellaneous Expenses
Select Data Entry | Expenses | Employee Miscellaneous from the Main Menu. In the grid, enter your employee miscellaneous expenses.
The entries are:
- Date: The date used to match the expense item with the relevant pay period for the employee.
- Employee. Employee to be paid.
- Equipment: Equipment against which the charge should be applied. This is especially useful for tracking operating costs for your equipment. If the expense is not specific to a piece of equipment, leave the equipment field set to NONE.
- Truck: Truck against which the charge should be applied. This is especially useful for tracking operating costs for your trucks. If the expense is not specific to a piece of equipment, leave the equipment field set to NONE.
- Revenue Contract: Revenue contract (stream) against which the charge should be applied. (This field may not be visible, depending on your configuration.)
- Block: Block against which the charge should be applied.
- Expense Code: Select Account Code used to classify the expense. If the description field is blank, the description for the account code will auto-fill the description column for the expense. (See Setup Account Codes.)
- Description: Full description of the expense.
- Receipt? A checkbox to indicate if the employee provided a receipt for an expense that was a reimbursement.
- Amount: Amount to be paid to the employee. If the tax items are enabled, the tax on the each item will be calculated based on the default tax rate settings. You can, however, always type over the tax amounts to modify them.
Entries
in grey are 'locked' and cannot be edited. These entries are those that
have been entered through Time Slips and not directly through this grid.
You can edit these entries through the related time slips. Entries that
are not grey can be edited directly in the grid.
The expense entries will be appended to employee statements when the employee pay calculator is run (See Employee Pay Calculator). The expense will be assigned to the pay statement whose pay period encompasses the date on the miscellaneous entry. Thus, if you get a "late" expense receipt, you should enter the date as the date entered (so that it will fall in the current pay period), and not the date when the expense was incurred.
Special Note
If you charge an expense to an equipment or truck that is implicitly embedded in your standard cost for that equipment or truck, then you should not charge the expense against an operating block or contract. The reason for this is that the standard cost is already being charged against operating blocks and contracts. Thus, if you assigned the miscellaneous expense to the revenue contract or block you would be double-counting the expense. Instead, you should set up a special internal block and revenue contract that allows you to track the out-of-pocket expenses, but does not double-count them for purposes of your block or contract costing (or P&L) reports.
