Overview
When Employees have at least one Budget for their Assignment, the Expense Report Card will be updated to 'Budgets & Expense Reports'. Up to 3 Budgets will be displayed on the card, with an option to show all.
Budgets are grouped into three categories on the All Budgets page:
Current: the current date is before the end date and after the start date of the Budget
Upcoming: the current date is before the start date of the Budget
Past: the current date is after the end date of the Budget. Budgets with a gray progress circle have a close date in the past, while Budgets with a green progress circle have a close date in the future, so employees know they have a grace period to enter expenses.
Details about specific Budgets can be viewed by clicking the Budget from the Budgets & Expense Reports card, or by clicking on a Budget from All Budgets.
Budget Details
The Budget Detail card displays the Remaining, Spent and Starting amount of Budgets. Clicking the
icon in the top right of the detail card will display additional information configured at the template level so that employees can view extra details about their Budget without having to navigate away from the page.
Expenses are divided into two categories - My Expenses and Service Provider Expenses.
In My Expenses Employees can see the specific Expense Entries made against accounts linked to a Budget. Clicking on the Expense Entries displayed here will take Employees to Expense Report Detail screen containing that entry. Clicking on
will take Employees to the New Expense Report screen. (Note, Entries and Vouchers must have a Payee Type of Employee to count against Budgets.)
The Service Provider Expenses section shows vendor expenses associated to the assignment budget.
Finally, the spent amount of a budget displayed on the detail card will decrease as expense entries are made with dates between the start and end date of a Budget and against the linked accounts.
Things to Note
When an employee has exceeded their budget and budget is not in closed status, expenses can still be submitted using the
button.
Expense Reports in Draft status or later containing valid expenses will impact applicable Budgets; if an entry is denied, or an entire report and all entries on that report is denied, then the amount will be added back to the Remaining amount of the Budget.