The Expense Settings page on Natural HR contains many options for configuring the Expenses and Mileage modules within the system. These options are only available to Administrator users and can be found at:
Administration -> Company -> Settings -> Expenses -> Expense Settings
The Expense Settings are divided into 5 sections:
Enable Expenses - Set to "Yes" to enable the expense module.
Enable Declaration - This is a declaration which the user will be required to agree to when submitting their expense report. If left blank this feature will be disabled.
Expense Currencies - A list of currencies which can be enabled to allow users to submit expense reports in the chosen currency. The currencies are denoted by their ISO 4217 currency code. A list of these currency codes can be found in Wikipedia (External Link).
Currency Selection - Choose "Line" to allow users to choose a different currency at each line in their expense report. Choose "Claim" to allow the user to choose a single currency for the entire expense report.
Currency Conversion - This setting determines whether the currency of the claim or line is converted to the company's home currency. There are 3 options available here:
- No - Currency is not converted.
- Yes - employee can overwrite value - Currency is automatically converted and the employee can overwrite the converted value.
- Yes - employee cannot overwrite value - Currency is automatically converted and the employee cannot overwrite the converted value.
Percentage alert threshold for conversion overwrite - If a value is entered in this field and the currency conversion option is set to allow the employee to overwrite the converted value, then if the employee's entered value is x% greater than the automatically converted value (where x is the value entered in the field), this will be highlighted on the expense report at the time of approval.
Enable online receipts - Determines whether the employee is able to attach expense receipts to their expense report. There are three available options:
- No - Expense receipts cannot be attached.
- Yes - line - An expense receipt can be attached to each individual line in the expense report.
- Yes - claim - One expense receipt can be attached to cover the entire expense report.
Enable receipt OCR - This setting enables Natural HR to communicate with OCR, enabling receipts to be read and automatically populate the expense claim fields.
Record expense payments - When set to "Yes" this enables you to record whether an expense claim has been paid. After marking an expense report as approved the expense approver can then further mark it as being paid.
Expenses tax entry - This determines how tax is entered for each line:
- Category - The amount of tax for each line is calculated based on the selected expense category.
- Line - The amount of tax for each line can be entered by the employee. In this case the tax rate set against the expense category is ignored.
Allow expenses and mileage claims to be split - If this is set to "yes" approvers will be able to split a pending expense or mileage claim into two separate claims, this allows the approver to approver part of a claim and reject another part independently from one another.
Use timesheet references on expenses - If set to "Yes" the user will be allowed to choose a Timesheet Reference for each expense line. Further information on Timesheet References is available here: Timesheet References Option.
Use billable on expenses - If set to "Yes" the user will be able to choose whether the expense line is billable using a Yes/No drop-down box.
Use payment method on expenses - If set to "Yes" the user will be able to choose a payment method to record against the expense line. Payment methods can be managed by navigating to Administration -> Company -> Settings -> Expenses -> Expense Employee Payment Types.
Show to/from on travel type expenses - If set to "Yes" for any expense line with the travel category, the user will be able to enter a start and end point of the journey.
Expenses nominal code lookup - This field decides where the nominal code is drawn from in the system. This field has two options:
- Category - The nominal code will be drawn from the list of expense categories set up in Administration -> Company -> Settings -> Expense Categories.
- Employee - The nominal code is drawn from employee specific information. This information can be bulk-uploaded into Natural HR by navigating into Administration -> Company -> Bulk Upload -> Employee Nominals.
Timesheets, Expenses and mileage - allow pushback - If you choose "Yes" approvers can push an already approved timesheet, expense and mileage report back to an employee by changing the status back to "Draft". This will allow the employee to edit and update the original report, once completed this can then be resubmitted and will go through the approval process once more.
Show timesheets information against expense lines - If you choose "Yes" when viewing or approving an expense claim you will be able to see matching timesheets submitted for the same date for that employee.
Enable mileage claims - Set to "Yes" to enable the mileage module.
Enable mileage claim receipts - This settings determines whether or not employees can attach mileage receipts to their mileage reports. There are three settings available here:
- No = Mileage receipts cannot be attached.
- Yes - Line - A mileage receipt can be attached to each individual line in the mileage report.
- Yes - Claim - One mileage receipt can be attached to cover the entire mileage report.
The following file formats can be uploaded and viewed when uploading receipts:
Enable Odometer readings - Allows employees to input odometer readings from vehicles, enabling you to automatically calculate personal and business mileage based on the submission of a mileage claim. For further information on using Odometer Readings please follow this link: Using Odometer Readings
Mileage summary - When setting this option to "Yes" this will display a summary of the entered mileage claim before it can be submitted for approval.
Default mileage rates - These fields allow you to enter default mileage rates to be used for mileage claims. Enter a number of miles and the rate paid for that number of miles. If you have just one rate or after a certain distance all additional are paid at a flat rate then enter 0 for distance and the appropriate rate. Please Note: You should ensure all your employees use the same claim unit (i.e. miles or KM) as this rate does not differentiate between different units. If you set individual mileage rates and apply these to a job role then they will override these defaults.
Passenger mileage rate - If you pay an additional rate for passengers travelling on business in a vehicle, enter the rate per passenger per mile/KM here.
Ignore first x of any entry - This setting allows you to ignore the first "x" miles/km of any expense claim when calculating the mileage rate. (Where x is the value entered).
Mileage limits year - This setting determines whether the mileage values entered in "Passenger mileage rate" are calculated based on the Financial Year or Calendar Year. For example, if in mileage rates you have entered that the first 10,000 miles are paid at 45p per mile then this will only apply to the first 10,000 miles either in the financial year or calendar year (based on today's date).
Use timesheet references on mileage - If set to "Yes" the user will be allowed to choose a Timesheet Reference for each mileage line.
Use billable on mileage - If set to "Yes" the user will be able to choose whether this mileage line is billable using a Yes/No drop-down box.
Use Google address lookup - If set to "Yes" when entering data into the "To" and "From" fields the system will use Google Maps data to display a list of addresses from which the user can choose.
Use Google distance lookup - If set to "Yes" the distance between the "To" and "From" entries will be automatically calculated based on Google Maps navigation data. This will always use the shortest route between the two points returned by Google Maps for navigation query and the driving method.
Percentage alert threshold for distance overwrite - If you enter a value and the employee overwrites the distance calculated by Google this threshold will result in any value which is the x% (where x is the value entered) greater than the Google calculated distance being highlighted on the report when approving.
Expense Approver 1 & 2 - When not using an Expense Approval workflow, these people will be the first and second approvers for any expense or mileage claim submitted. If Expense Approver 2 is set to "None" only one approver will be required.