The payroll administrator now has the capability to process timesheets with an integrated Expenses step. This step provides a comprehensive view of both pending and approved expense reports, allowing the admin to manage these reports efficiently. Within this step, the administrator has several options available for handling expense reports, including the ability to approve or reject them based on their validity. Additionally, the admin can process the expenses to include them in payroll calculations, remove certain expenses from the payroll if necessary, or undo any processing actions that were previously applied. Importantly, only expenses that are marked as reimbursable are included in the pay records, ensuring that non-reimbursable expenses do not affect payroll calculations. To keep the payroll administrator informed, notifications are sent out whenever there are changes to expense reports. It is also important to note that once the pay period is locked, no further processing of expense reports can be performed, thereby maintaining the integrity and finality of the payroll data for that period.
When the company's administrator is processing timesheets for payroll, the processing steps, found at Team > Payroll > Process Timesheet, now contain the Expenses step.
The step identifies the number of pending and approved expense reports with links to two reports. The value of the approved reports is displayed. Each of these reports allows you to Approve or Reject the expense entries.
View Pending Expense Reports: This identifies the reports awaiting manager approval or rejection.
View Approved Expense Reports: This report lists all the previously approved reports. The option to select checkboxes next to each one allows you to choose an option at the top of the page.
- Process: Selected items are marked as processed and will be included in pay prep when processing records. The expense reports are set with a status of Processed, whereas others remain in an Approved status and continue to show up in subsequent payrolls until processed or removed.
- Remove From Payroll: Selected items are removed from being processed in this period.
- Reject: This allows you to reject an unprocessed expense report.
- Undo Processing: Selected items are removed from the processed status and set back to approve. This can be used when you have processed an expense report but need to remove it from the current payroll and process at a later time.
Note: Only expenses that are 'Reimbursable' are included in pay records. The Reimbursable status on expenses comes from the payment type selected.
On the Process Time Records and the Calculate Hours business process steps, messaging displays to inform the payroll admin when there are expense reports that need to be processed due to modifications since the last processing. Processed expense reports that are later removed receive a warning to reprocess all records.
Once the pay period is locked, the Expense Reports are locked from further processing.