Expense codes specify the types of costs that can be incurred for business activities and purchases in your organization. Meals, Parking, and Airfare are examples of possible expense codes.

To add or edit an expense code:

  • Log into Web TimeSheet with administrative rights.
  • Select Administration icon from the top menu.
  • Select Expense Setup > Expense Codes from the side menu.
  • To create a new expense code, select the Add button.
  • To edit an expense code, click the Edit button next to the expense code you want to edit. If there are a lot of expense codes, you may have to use the filters at the top of the list to find the code you're looking for.
  • Select Save.

The available fields are mentioned along with its description:

Type – Whether the code is based on an expense rate (e.g. mileage) or a flat amount (e.g. hotel) Expense Rate (*Only applies to rate-based expense codes) – The expense code's rate and the unit to which that rate applies. For example, if you are entering an expense code for mileage, the rate might be $.80 per mile (or kilometer).
Code – An optional code used to identify the expense code
Enabled – When checked, makes the expense code available in expense sheets
Gross To Net Formula(# Only applies to flat-rate expense codes) – Determines how Web TimeSheet calculates the net amount (pre-tax) from the total expense amount. Click here for more information on creating this formula.
Tax Codes – When an Enabled check box is checked, associates that tax code with the expense code.

You can edit the tax formula set up for each code. Any edits you make on this page will apply only to this expense code; the original tax formula for that tax code will remain unchanged.

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