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.
The register is useful for viewing expenses, for example by Staff Member, and editing them. However you cannot add Work Expenses directly through the Register. These are managed through the Work Summary.
Access
To access Work Expense Entries:
Work Expense Entries must be enabled for the event
To access Work Time Entries as a Payroll Manager, the position must be enabled for the event and you must go on duty with this role. Some other positions may have this role enabled.
Go on duty to the event with an appropriate role. If you can't access it you may need to ask your administrator to check your permissions.
Locate the Work Expense Entries register under Operations > Work Expense Entries in the menu.
Viewing Work Expense Entries
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.
To view an existing Work Expense Entry:
Navigate to the Work Expense Entries register datagrid.
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
Open the item using the ID or Status
To return to the Datagrid use the Back button
Work Expense Entry Settings
General
Individual Work Expenses require a Date at minimum, along with a Total amount in dollars.
The Expense Category is used to categorise the expense. Expense Categories are defined by an administrator using the lookup: Work Summary Expense: Expense Category.
The Payment Method is used to indicate how these expenses are typically paid. Payment Methods are defined by an administrator using the lookup: Work Summary Expense: Payment Method.
Description can be used to provide additional details on the expense. The Expense Requires reimbursement indicates whether it needs reimbursement. Expenses marked in this way have a special filter which enables all reimbursement expenses to be viewed.
Invoice/Receipt supports the upload of a copy of the invoice or receipt for the expense.
Workflow
The Status field which is used to update the current status.
Editing Work Expense Entries
Work Expense Entries can be edited from the datagrid.
Navigate to the register
Locate the item you wish to edit by using the Edit button
Make the necessary changes to the settings
Save
Last updated