How to create and manage expense types

Learn how to create expense types, connect payroll types, configure settings, and fix missing payroll types in Travel & Expenses.

Expense types categorize the different types of expenses that employees can register in Travel & Expenses. Each expense type must be connected to a payroll type so that the expense is registered correctly and displays the correct payroll type when printed or exported.

Create a new expense type in Travel & Expenses

1. In the left menu, go to Administration → Travel & Expenses → Expense Types
2. Select the plus (+) icon at the top of the page
3. Enter the required name and settings
4. Select whether the expense type should be available in Travel, Expenses, or both
5. If you export travel claims or expenses to a payroll system, enter the correct payroll type in Payroll type paid by the employee
6. Select Save

Set the employer-paid payroll type for an expense type

If employees need to register expenses that the employer has already paid, such as purchases made with a company card, enter a payroll type in Payroll type paid by the employer.

Important

This payroll type must be configured in the payroll system so that it does not result in a payment to the employee. The payroll type must only be used for accounting or registration purposes.

Configure other settings for an expense type

You can customize expense types in Travel & Expenses by selecting whether:

• The expense type should be available in the Travel module
• The expense type should be available in the Expenses module
• A receipt or other documentation must be attached before the expense can be submitted

Troubleshoot a missing payroll type on an expense printout

If a payroll type is missing from an expense printout, check the payroll type connected to the relevant expense type:

1. In the left menu, go to Administration → Travel & Expenses → Expense Types
2. Open the relevant expense type
3. Check whether a payroll type has been added to Payroll type paid by the employee
4. If the field is empty, select the field, choose the correct payroll type from the drop-down list, and select Save

If you cannot find the correct payroll type, you must create it first. See the article “Create and edit payroll types.”

Tip

If the travel claim or expense was registered before the payroll type was connected to the expense type, you may need to update or register the travel claim or expense again for the change to take effect.