Defining Expenses Processing Roles and Exceptions

This chapter provides an overview of Expenses processing roles and exceptions and discusses how to:

Define Expenses processing roles.
Define Expenses processing role exceptions.
Define Expenses processing role options for value added tax (VAT).

Understanding Expenses Processing Roles and Exceptions

Expenses allows you to establish roles for employees in specific positions in your organization, establish allowable spending amounts for employees based on roles and expense type, and determine the visability and editability of accounting information. If you track VAT, you can also determine the visibility of VAT fields by role.

Expenses enables certain groups of employees to be reimbursed more than the standard allowances and per diems for expense types. Tolerance percentages are associated with expense processing roles and expense types. For designated expense types, employees associated with these roles can enter higher amounts without exception comments; if they enter more than the new calculated allowable amounts, they must enter exception comments.

Expenses also enables organizations to set up their system to enforce stop limits. When an employee has a role defined and adds an expense type to the Role Exceptions table, the system will not allow the employee to enter an amount greater than the thresholds defined by the Location Amount table. The system forces the employee to change the amount to less than or equal to the threshold before they can submit the report.

If your organization uses VAT, the system administrator can hide, display only, or allow editing of selected VAT fields by role.

Defining Expenses Processing Roles

To define processing roles for Expenses, use the Expense Role (EX_ROLE.GBL) component.

This section discusses how to define processing roles for Expenses.

Page Used to Define Expenses Processing Roles for Expenses

Page Name	Object Name	Navigation	Usage
Expenses Role Setup	EX_ROLE	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Travel and Expenses, T and E Administration Center, Define Expenses System, Roles and Exceptions, Expense Roles	Establish roles for employees depending on their positions in the company.

Defining Processing Roles for Expenses

Access the Expenses Role Setup page.

Accounting Display

Select one of the accounting display options for the type of access to the accounting distribution pages from expense transactions that you want employees with this expense processing role to have at the business unit level. The accounting display option is valid for expense transactions accessed through the Employee Self-Service navigation.

Accounting display options are:

Business Unit Default: Expenses uses the setting that is in effect for the employee's business unit.
Display Only: Expenses displays links to the accounting distribution pages. On the accounting distribution pages, Expenses only displays the information; you may not edit any of the ChartFields.
Hide: Expenses does not display links to the accounting distribution pages on travel authorizations or expense reports.
Update: Expenses displays links to the accounting distribution pages and you can modify the accounting information.

Note. Expenses checks the employee role on the Employee Profile - User Defaults page first. If the employee does not have a role identified, then Expenses proceeds to the business unit level.

Defining Expenses Processing Role Exceptions

To define processing role exceptions for Expenses, use the Expense Role Exceptions (EX_ROLE_EXCEPTION.GBL) component.

This section discusses how to define processing role exceptions for Expenses.

Page Used to Define Processing Role Exceptions for Expenses

Page Name	Object Name	Navigation	Usage
Expenses Role Exceptions	EX_ROLE_EXCEPTION	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Exceptions Travel and Expenses, T and E Administration Center, Define Expense System, Roles and Exceptions, Expense Role Exceptions	Establish allowable amounts by role by expense type.

Defining Processing Role Exceptions for Expenses

Access the Expenses Role Exceptions page.

Role Exception Setup

Expense Type	Select the expense type to create a new rate or amount tolerance level for the selected role.
Role Rate %	Designate the percentage above or below the location or per diem rate that an employee in this role can exceed before the system requires a comment.
Allow Overage	Select to allow an employee in this role to exceed the location or per diem rate up to the tolerance percentage above the role rate. If not selected, the system will enforce stop limits and not allow employees to exceed the allowable amount on an expense report.
% Tolerance	Designate the percentage above the location or per diem rate and role rate that an employee in this role can exceed before the system requires a comment.
Unlimited Tolerance	Select to allow an employee in this role to enter any amount for the expense type without the system requiring a comment.

Defining Expenses Processing Role Options for VAT

To define Expenses processing role options for VAT, use the Expense Role Options - VAT (EX_ROLE_VAT.GBL) component.

This sections discusses how to define processing role options for VAT.

Page Used to Define Expenses Processing Role Options for VAT

Page Name	Object Name	Navigation	Usage
Expense Role Options - VAT	EX_ROLE_VAT	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Options - VAT Travel and Expenses, T and E Administration Center, Define Expense System, Roles and Exceptions, Expense Role Exceptions - VAT	Determine the visibility of VAT fields by role.

Defining Processing Role Options for VAT

Access the Expense Role Options - VAT page.

Edit	Select to allow an employee in this role to edit the VAT field.
Display Only	Select to allow an employee in this role to view the VAT field.
Hide	Select to hide the VAT field for an employee in this role.

Note. Expenses associates the VAT role with the employee ID of the employee who enters the expense transactions, not the employee ID for whom the expense transaction is for.