Expense records can be entered in ExakTime Connect to track your company's expenses.

This article assumes that you have set up expense types for tracking expense records. If you would like more information about setting up expense types, you can refer to the following dedicated article.

Table of Contents

• Understanding the Expense Records Page
• Adding an Expense Record in ExakTime Connect
  • Adding an Expense Record with ExakTime Mobile
• Expense Reports

Understanding the Expense Records Page

The 'Expense Records' page will be the initial page shown.

1. Add Expense - Add a new expense record.
2. Search - Search for an expense record by the employee name/ID, location, expense type, amount, or note.
3. Date Range - Specify the date range based on pre-defined date range or a specific date range.
4. Expense Record List
   • Actions - 
     • - View the details for an expense record.
     • - Edit an expense record.
     • - Delete an expense record.
   • Exported - A check will denote if an expense record was exported via AccountLinx to supported accounting/payroll packages.
   • Date - The date that the expense record is for. This is not when the expense record was entered. 
   • Employee - The employee associated with the expense record.
   • Location - The location associated with the expense record.
   • Type - The expense type.
   • Amount - The dollar value of the expense record.
   • Notes - Notes entered about the expense record. 

Adding an Expense Record in ExakTime Connect

• Click Add Expense from the sidebar or from the top-left of Expense Records.

  

• Select the employees to whom the expense should be associated.

  • Select the employees from the basic employee list.

    

  • Toggle Filter and Group to filter your employees based on employee groups, their category, or based on the locations/cost codes of their time records for the date range (with pre-defined date ranges or a custom date range with a 31-day maximum).
    • Location/cost code will display employees who have at least one time record for a given location/cost code.
    • If an employee does not have a category, employee group, or a time record with a location/cost code, they will be placed into the (None) filter. 
    • Be mindful of adding expense records for multiple days in case an employee only has a time record with a location/cost code for one day. 

  

• Enter the details for the expense.

  

  • Single Day/Multiple Days - If 'Multiple Days' is selected, a date range option will appear beneath. If multiple days are selected, only one expense record per employee per calendar day for the selected date range will be created.
    • Include Weekends - If enabled, will include weekends for the selected date range.
  • Location - Optional field. Will only allow active locations.
  • Expense Type - Select an active expense type for the expense record. If the expense record is not active or needs to be added, double-check the expense types page.
  • Amount - The value amount for the expense record. If the expense type has a default amount, this cannot be modified.
  • Note - Additional notes about the expense record.
  • Attachments - Upload JPG/PNG/HEIC images and/or PDF/TXT files. 25MB per file.
• Save your expense record. 

Adding an Expense Record with ExakTime Mobile

If in the appropriate ExakTime Mobile security role, an employee can add their own expense from ExakTime Mobile. You can refer to the following article for the steps on what to do for you or your employees.

Expense Reports

In addition to the Expense Records page of ExakTime Connect, Expense reports allow you to quickly review the expense records associated with your employees or locations.

For more information about our expense reports, refer to the following dedicated article.