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Expense Tracking

Setting up Expense Categories

First, click the gear icon at the top right - Expenses - Categories. Note – the user (Employee, Admin, Supervisor, etc) must be granted access to view this area. 

 

Generally these are setup initially by the Timeco support/implementation team, but you may review them here with the proper access.


 

 

Click “Add New Expense Category” at the top right corner, then, setup your Expense Category as seen below. Once you setup your Expense Category, you can also choose to setup an Expense Type (Types under the gear icon à Expenses).

 

 

 

Setting up Expense Types and Clients

Expense Types (Gear icon at top left - Expenses) allow you to attach a pay category to be usable by specific permissions (roles) in the system.


 

 

 

 

Clients are optional and can be billed for the expenses. If you wish to allot expenses to a certain client account, click the gear icon once more - Clients.

 

 

Select “Add New Client” at the top right corner and fill out the corresponding client information.


 

 

Entering Expenses as an Employee

Employees that have access to enter expenses into the timecard (based on Role of the user) can navigate to the “My Expenses” area of the menu to the right of their name:



Click the “Add Expense” button at the top right, then the expense sheet can be completed, per the expense details.

Optionally, a file can be uploaded and attached to the expense form. For example, a receipt for gas.



If using the mobile version of the Expense Sheet, the Employee’s camera on their phone can be utilized to upload/attach the image (use camera to take a photo of the receipt, then the Choose File button to navigate to the image on the device).

 

 

Editing the Expense as Supervisor or Admin

If the user has access to approve expenses (generally a Supervisor or SysAdmin), then the expense is shown on the Expense tab along the top of their timecard (Timecards - All Timecards). 


Users have the option to further edit the expense (if unapproved by supervisor, or auto-approval rules), view the uploaded image, or delete the expense (red X).

 

Multiple expenses can be approved at once under Timecards - Approvals - Expenses. 


Place a checkmark next to the Submitted expense and click Approve or Decline at the top of the list.

If the Expense is Approved already, there is an option to “Restore to Submitted”, for example if there was no receipt attached, or if other corrections needed to be made prior to approval.

*Note* – approving an expense does not place the expense into the timecard itself, but it will be visible on the Expense tab of the timecard and included with payroll.

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