Adding a Reimbursement Record

Use the Add Expense page to enter expenses to be reimbursed.

The following fields may display based on the setup of the Time Reporting Groups page – HTTMR01A:

• Project field if the Use Project Code check box is selected for the Time Reporting Group (TRG) assigned to this employee

• Account field if the Override Account check box is selected for the Time Reporting Group assigned to this employee

Follow these steps to add a reimbursement record.

1. In the Reimbursement grid on the Time Entry Request Details page, click the button to open the Add Expense page.
   

   Note: When the Add Expense page displays, the Job field will automatically default to the job record in LINQ ERP only when the Time Entry field on the job-related pay record is set to Show and Default and the job belongs to the employee's assigned TRG. Otherwise, you will need to select the job associated with the time record If the Time Entry field is set to Show and Default for multiple job records, the Job field will default to the primary job or, if the employee has multiple primary jobs, the job related to the employee's primary pay record.

2. If necessary, in the Job field, click the Drop-down List button to select the job to which this expense record applies. The Add Expense page is populated with the appropriate entry fields.
3. In the Earn field, click the Drop-down List button to select the earn code that applies to this expense. The Earn Code selected will override the earn code associated with the job displayed in the Job field.
   • If the earn code is a required, an error message will display if this field is not entered.
4. The Project Code field is displayed only if the Use Project Codes check box is selected for the employee’s assigned Time Reporting Group. If this field is displayed, you can click the Drop-down List button to select the project code that applies to this expense record, if applicable.
5. The task associated with the selected project code is automatically populated in the Task field.
6. Leave the Project field blank if a project code does not apply to this expense record.
7. The Task field displays the task associated to the selected project code, if the Project Code is displayed. Optionally, you can click the Drop-down List button to select the task code that applies to the project related to this expense record.
   • If your organization does not track Project Codes, click the Drop-down List button to select the task code that applies to this expense record.
   • Leave the Task field blank if a task code does not apply to this expense record or your organization does not use task codes in time reporting.
8. The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the expense record, if applicable.
9. Leave the Account field blank to keep the existing account association for this expense record.
10. In the Value field, type the value of the reimbursement for the appropriate work day. Type the decimal point if the value includes both dollars and cents (e.g., 99.50). For a whole number (dollars only) the decimal point is automatically inserted when the cursor is advanced to the next field (e.g., 99.0000).
11. Click the Override button to enter an explanation of the reimbursement. The Override page appears.
    

    Tip: As an administrator with approval rights, you can click the Override button  to change the account assigned to this time entry request. This option is not available for a non administrative employee. Refer to Adding Override Details for more information.

12. Type the explanation in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.
13. Click the button. The Add Expense page displays with an Override  Check button to the right of the expense with the added comment.
    • You can click the Override Check button to view and modify the comment. Refer to the Adding Override Details for further information.
14. Click the button to save the expense records and return to the Time Entry Request page. The Reimbursements grid is populated with the expense record and the Total Reimbursements grid displays an expense breakdown by earn code.

 

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