Set expense rate

Note: You will only be able to set the rates for rate types you have created, i.e., those that are used by standard Spend Wizards. The rates used by custom Spend Wizards cannot be edited.

To set an expense rate for a rate type:

Click the Rate Tables button on the Administration Overview diagram (Employee view).
The Out of Pocket Expense Rate Types screen appears.
Either:
- Hover over the rate type row and click , or
- Select the rate type row and click Expense Rates.
The Out of Pocket Expense Rates screen appears.

A table showing the rates that may already be set for this particular rate type appears. Currencies are shown across the top of this table. The currencies can be added to, or removed, via the Currency Options screen.

The screen also shows if there are different rates for different levels of employees.
To enter a new rate, click the point where your currency type and employee level intersect.
A window named after the rate type and rate group appears.

Note: The type of rate you want to set will dictate the fields you need to complete, eg. the rate may be a fixed amount regardless of any variables, or it may an amount per unit of time or distance.

Fill in the required fields using the following field descriptions:

Field	Description
Fixed Amount	The raw amount the employee gets regardless of any variables.
Accrued Units	This option appears if the Use Tiered Rates option is selected for the associated rate type. It allows you to configure up to four tiered expense rates for this rate type. Tiered rates allow your organization to apply different rates based on the number of miles or kilometres accumulated and claimed by a user in a tax year. As each tier (threshold) is met, the rate can differ. The tiered rates will be dynamically applied to users belonging to that rate group when they enter a mileage claim under the Expenses tab of a cash expense coded via a Spend Wizard. Note: This option only appears if your instance of Shared Travel Services has a certain technical option enabled and tax regions have been defined for the company.
Rate Divisor	The number of claimed units required to make 1 payable unit, ie. for a per-diem allowance it takes 24 claimed units to make 1 payable unit (ie. full day). While for a mileage claim it typically only takes 1 claimed unit to make 1 payable unit.
Variable Rate	The amount per payable unit the employee gets, eg. .60 if an employee was to be paid 60 cents per kilometre travelled for mileage.
Secondary Rate Threshold	The number of payable units required for an employee to be entitled to a secondary additional rate.
Secondary Variable Rate	If a secondary rate threshold applies, this is the amount per payable unit the employee gets for units above the threshold.
Remainder Variable Rate	The number of remaining claimed units required to be entitled to a Remainder Upper Fixed Amount component, otherwise for any remaining claimed units under that, the employee is only entitled to the Remainder Lower Fixed Amount component.
Remainder Required Units	The amount per remaining claimed unit the employee gets that did not make a full payable unit, eg. for a per-diem allowance it takes 24 claimed units to make 1 payable unit, so if someone claims for 28 units, we have 4 remaining claimed units.
Remainder Upper Fixed Amount	A fixed amount that is only available if the number of remaining claimed units is equal to or above the Remainder Required Units.
Remainder Lower Fixed Amount	A fixed amount that is available if the number of remaining claimed units is positive, but less then Remainder Required Units.
Total Required Units	The number of claimed units required to be eligible for any amount.
External Reference ID	This field allows you to insert an external reference ID against a particular rate.
Total Cap	The total amount available to be claimed, eg. if there is a cap on the value of mileage able to be claimed.

Click Save.

Note: If you hold your cursor over a rate in the Out of Pocket Expense Rate Table, abbreviated details of the rate appear in a pop up table.