Expense Types

Expense types categorize the different kinds of business expenses employees can claim for reimbursement. This guide covers creating and managing expense categories.

Expense Types Overview

Navigate to Expense Management > Expense Types from the sidebar to manage expense categories.

Why Categorize Expenses

• Budgeting: Track spending by category
• Compliance: Ensure policy adherence
• Reporting: Analyze expense patterns
• Limits: Set maximum amounts per category

Creating Expense Types

Add a New Expense Type

1. Navigate to Expense Management > Expense Types and click Add New
2. Configure the expense type settings
3. Click Save

Expense Type Fields

Field	Description	Required
Expense Name	Category name	Yes
Description	Explanation of what's covered	No
Status	Active or Inactive	Yes

The system automatically generates an expense code from the name. Additional fields stored in the system:

Field	Description
Code	Auto-generated from name (uppercase, underscores)
Default Amount	Default expense amount
Max Amount	Maximum claimable amount
Proof Required	Whether a receipt/proof is required

Common Expense Types

Expense Type	Description
Travel	Transportation costs
Accommodation	Hotel and lodging
Meals	Business meals and food
Office Supplies	Stationery, equipment
Communication	Phone, internet charges
Training	Courses, certifications
Entertainment	Client entertainment
Mileage	Vehicle reimbursement
Miscellaneous	Other business expenses

Expense Requests

Employees submit expense claims under Self Service > My Expenses or Self Service > Create Expense. Administrators manage all requests via Expense Management > All Expense Requests.

Expense Reports

Access expense reports via Expense Management > Reports in the sidebar:

Report	Description
Expense Summary by Category	Total spending grouped by expense type
Employee Expense Report	Individual employee expense history
Approval Pipeline Report	Status of expense approvals

Managing Expense Types

Editing Expense Types

1. Click Edit from the actions menu
2. Update the name, description, or status
3. Save changes

Deleting Expense Types

1. Click Delete from the actions menu
2. Confirm the deletion

warning

Deleting an expense type that has existing expense requests may affect historical records. Consider deactivating instead.

Best Practices

Category Design

• Keep categories clear and distinct
• Avoid overlapping expense types
• Consider reporting needs when defining categories

Policy Configuration

• Set reasonable limits via the max amount field
• Enable proof requirements for high-value categories
• Document policies clearly

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Next: Learn about Roles & Permissions to configure access control.