Expense claim types
When creating an expense claim, the user needs to choose an expense claim type. In Application management > Expense claim > Types you determine which types the user can choose from. By clicking the 'Add' button at the top of this menu, you can create a new expense claim type. Fill in at least the mandatory fields, which are marked with an asterisk, and then click 'Save' at the top. The new expense claim type can be immediately selected when creating a new expense claim (provided it's active from today's date, as mentioned in the 'Active From / Active To' section in this article).
Image 1. When creating an expense claim, a type must also be selected.
Settings within a type
Most settings within an expense claim type will be self-explanatory, but for a few options, it might be less clear. Here's a list of things you, as an application administrator, can determine within an expense claim type.
Unit
In this field, you can specify the unit in which expenses can be claimed when selecting this type. You first add a unit in Application management > Expense claim > Units. Examples of units are 'Hour', 'Day', or 'Piece'. Then you can select the unit when creating the expense claim type.
Input Value
If you want to create a type specifically for travel expenses, choose 'Quantities' for the input value. If desired, you can indicate at 'Correction Quantity' that claims can only be made from a certain number of kilometres. Enter the reimbursement per kilometre at 'Rate', for example, €0.19. Select 'Yes' for 'Address Input' if the claimant needs to specify from and to which address travel expenses are being claimed. If desired, Elari will automatically calculate the distance for the employee.
As soon as the employee enters the from and to addresses, the route is requested from Google Maps in the background. Google offers two options: the fastest route (avoiding traffic jams and roadworks) and the shortest route (based purely on distance, regardless of any traffic jams). Which calculation your organization uses is set in Application management > Configuration settings > Expense claim, under setting '041 - Calculation'.
Active from / Active until
In these fields you determine from and until which date the expense claim type can be selected. If the date on a claim falls outside the period set here, a message appears when saving the claim stating that the type cannot be chosen on that date. The claimant will then have to select a different expense claim type.
Reviewed by
In the roles overview you set the procuration scheme for the Expense claim module. By default, an expense claim follows the procuration set there. With the 'Reviewed by' setting in the expense claim type, however, you can have all claims of this type follow a different scheme: choose 'Different' and then an organizational unit. The claim then follows the procuration scheme of that organizational unit.
If there are other settings in the expense claim type that you're unsure about, please contact the Support department or ask the respective consultant (in the case of an implementation project).
More actions
If you go to Application management > Expense claim > Types, you will see a button with three dots ('More actions') at the end of each expense claim type. Here you can link the desired organizational units to the type (note: this option might be disabled for your organization). Only users with an expense claim role on a linked organizational unit can choose this type. Under these three dots you will also find the options 'Up' and 'Down'. This allows you to move a type higher or lower in the list. This can be useful if you manage many types and need to edit one type more frequently than others.