Work Expense Entries

This page outlines use of the Work Expense Entries register.

Overview

The Work Expense register helps manage staff costs for an event.

Work Expense Entries is a sub-register of Work Summaries. New work expenses are added as sub-items through a Work Summary Expenses as such you can also view them there.

This register is especially useful for finding and viewing expenses, for example by Period, Staff Member, and editing them directly.

You can only add new Work Expenses via the Work Summary.

Access

To access the Work Expenses register:

1. Go on duty to the event with a supported position.

2. Use the Manage My Work Times in the User Profile menu to access the module.

1. Access Work Expenses via the Registers menu on the left.

If you can't access this link, contact your System Administrator. Work Summaries needs to be properly setup and configured.

Setup and Configuration

To enable Work Expense Entries, an Administrator needs to:

1. Add the Work Expense Entries register to the Event

2. Add the appropriate Positions to the Event. Most positions that support users adding Work Summaries also support adding Work Expense Entries. In addition security policies for Work Summaries can be assigned to any position.

Finding

The register includes a number of features to assist in finding Work Expense Entries:

• ​Datagrid view

• ​Filters including To Reimburse, Unpaid Expenses, Expense Category, Payment Method, Workflow and Assignments

• Combination filters and search by most fields

Filtering

Filters help make management of Work Time Entries easier by focusing on specific groups of items on the datagrid.Filter menu

Filter menu explanations

The following lists some of the filters and how to use them.For CQL queries consult the CQL Reference and for field definitions consult the Work Summary Expense Data Dictionary.

Filter Group	Filter/s	CQL	Use
Main	​	​	​
​	Active	is:active	Finds all Active items (with a Status of Active, Submitted or ReOpen)
​	Recently Updated	is:active dateUpdated:>today-5d	Finds all items updated in the last 5 days
​	All	is:any	Finds all items
Special
	To Reimburse	requiresReimbursement:true status:[ACTIVE,SUBMITTED,REOPEN]	Finds all items with Expense Requires reimbursement? ticked
	Unpaid Expenses	paymentMethod:unpaid status:[ACTIVE,SUBMITTED,REOPEN]	Finds all items with a Payment Method of Unpaid
Expense Category	[List is based on your system configuration]*	is:active expenseCategory:	Finds all items with the specified Expense Category
Payment Method	[List is based on your system configuration]*	is:active paymentMethod:	Finds all items with the specified Payment Method
Workflow	​	​	​
​	Active	status:active	Finds all Active items (Active, Submitted or ReOpen)
​	Cancelled	status:cancelled	Finds all items with a Status of Cancelled
​	Manager Approved	status:approved	Finds all items with a Status of Manager Approved
​	ReOpen	status:reopen	Finds all items with a Status of ReOpen
​	Rejected	status:rejected	Finds all items with a Status of Rejected
​	Submitted	status:submitted	Finds all items with a Status of Submitted
Active tags	[List is based on your system configuration]*	is:active #	Any tags in use. Refer to: tags​
Assignments	[List is based on your system configuration]*	is:active assigned:	Finds all Items for Staff Member

* May vary based on your system configuration

Querying

CQL searches can be performed via either the Filter menu or Search bar.

Query examples

Viewing

Work Expense Entries are listed in and searchable via the register Datagrid.

The Expense Entries datagrid shows details such as the total amount and payment method staff member. These can be grouped by staff member using the datagrid grouping function.

Work Expense Entries datagrid

To view an existing Work Expense Entry:

1. Navigate to the Work Expense Entries register datagrid.

2. Locate the item you wish to view. The register includes filters for Totals, Workflow (Active, Submitted, ReOpen, Cancelled, Rejected, Manager Approved), Staff Members (All Unassigned), Speical (To Reimburse, Unpaid Expenses), Expense Category, Payment Method and Active Tags

3. Open the item using the ID or Status

4. To return to the Datagrid use the Back button

Settings

Work Expense Entries are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Left Column	Right Column
Record Notes	Workflow
General	Advanced
	Activity

Record Notes

When editing, you can record notes as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

Individual Work Expenses requires at minimum: a Date, Total amount, Expense Category and Payment Method.

Date

This setting and is entered using a Date Selector.

Total Amount

This setting indicates the amount of the expense in dollars and accepts two decimals for cents.

Expense Category

This settings is used to categorise an expense.

Expense Categories are defined by an administrator using the Work Summary Expense: Expense Category lookup.

Expense categories

Payment Method

This setting indicates how the expenses are typically paid. Payment Methods are defined by an administrator using the Work Summary Expense: Payment Method lookup.

Payment methods

Description

This setting provides additional details on the expense.

Expense Requires reimbursement?

This setting indicates whether it needs reimbursement using a tick box. Expenses marked in this way have a special filter which enables all reimbursement expenses to be viewed.

Invoice/Receipt

This setting supports downloading an uploaded copy of the invoice or receipt for the expense.

In Edit mode you can upload a file using the File Upload feature.

Tags

Refer to: Tagging Items

Workflow

Status

This setting indicates the current step in the process.

The following table is a guide to the Statuses. For the state machine steps refer to the Work Summary Expense Workflow Data Dictionary.

Stage	Datagrid Icon	Description
Active		All Work Expense Entries begin with this status by default
Submitted		Once all of the Work Expense Entries have been added, the user or Payroll Manager can change them to this status. All of the fields become read-only and data can no longer be changed.
ReOpen		Once submitted, changes can only be made when this status is set. Payroll Managers can enter a reason back to the user on what they need to change.
Cancelled		The expense entry has been cancelled. Once set to this Status it cannot be un-cancelled.
Rejected		The Payroll Manager has rejected the expense entry.
Manager Approved		The Payroll Manager has approved this expense entry.

Advanced

You can change the Staff Member in Advanced if your security policy allows.

You can change the Event that this Work Summary is filed in by selecting it from the drop down list and saving it if your security policy allows.

Activity

Refer to: Viewing and Opening Register Items: Activity

Editing

You can edit Work Expenses from their parent Work Summary or from the datagrid.

To edit from the datagrid:

1. Navigate to the register

2. Find the item you wish

3. Edit by using the Edit button

4. Make the necessary changes to the settings

5. Save

Adding

Work Expense Entries are sub-items of Work Summaries and as such can only be added via the Work Summary Expenses.