Date Configuration Section
There are four key dates that drive:
when an employee will see a Budget in the Mobile Employee Experience,
when a budget is open for applicable expenses to be factored into the Spent Amount and
when a budget will appear Closed so that employees do not try to submit expenses against it
Dates on a budget template is configured at the Company Level on the Budget Template Details screen. To provide flexibility with how these dates are determined when a Budget is created at the Assignment Level, target dates can be selected from the Assignment, Authorization or Budget records, with an option increment of time configured before or after those target dates.
The following fields are shown on screen. Some fields may appear active depending on the value in other fields.
Length: determines how long a Budget will be open for use by employees
When 'None' is selected, a target date for the End Date must be selected
When 'Calendar Year' is selected, the End Date will be set to exactly 365 days after the Start Date
When 'Other' is selected, the fields next to the drop down list will become active and a number of days, months of years can be input.
Start In: determines whether a Budget will start in the same year as the target date selected for Start Date, or the next year
Start Date: expense entries dated on or after this date will count towards the Spent Amount of a Budget.
If 'Start of calendar year' is selected, then the rest of the Start Date fields will become inactive and the budget will start on January 1.
Otherwise, a number of days or months before or after the Assignment, Authorization or Budget target date can be entered. To set the Start Date equal to the selected target date, enter 0 in the numeric input field and select either 'Before' or 'After'.
End Date: expense entries dated on or before this date will count towards the Spent Amount of a Budget.
If 'None' is selected in the Length drop down, the End Date must be configured.
Visibility Date: the day that an employee will see the Budget in the Mobile Employee Experience.
If Visibility Date Source is set to 'Elections', then the Budget will be visible the same day the Employee submits an Election set that has an Election Choice linked to the Budget Template and that choice is taken.
If Visibility Date Source is set to 'Specific Date' then a number of days or months before or after the Assignment, Authorization or Budget target date can be entered.
Close Date: end of a grace period for the Budget to stay open to expense against, but entries must still fall within the Start and End Dates.
A number of days of months before or after the Assignment, Authorization or Budget target date can be entered.
After configuring the dates press [Save] and a new section will be visible on the screen to configure Accounts. Next add accounts on the Budget Template Details screen.
Examples of Date Configuration Setups
Example 1: Budget commences at the start of the next calendar year i.e. 1 Jan 2020.
Budget Details screen at the Assignment level. When creating a new budget, dates will be calculated based on Date Configuration section on the Budget Template Details screen and budget amount will show 0.00.
Example 2: Budget's end date specified rather than calculated based on budget length.
Budget Details screen at the Assignment level. When creating a new budget, dates will be calculated based on Date Configuration section on the Budget Template Details screen and budget amount will show 0.00.
Example 3: Budget is visible after employee submits election choice in the MEE.
Budget Details screen at the Assignment level. This screen will automatically created with budget amount and dates populates after the employee submits their election choice using the Mobile Employee Experience.
