How to Add Reimbursements to Timesheets

Reimbursements are payments a payee receives to compensate for any ad-hoc out-of-pocket expenses that are incurred as a result of the payee carrying out the duties of their employment, where the payee does not receive a regular allowance to cover the out-of-pocket expenses. For example, if a payee's role does not normally require the payee to travel but the payee incurred an out-of-pocket expense for a taxi fare during the course of their employment, the payee may be eligible to be reimbursed for the full out-of-pocket expense of the taxi fare.

Where a payee needs to claim a reimbursement, the details of the reimbursement must be added to the relevant timesheet, which covers the date on which the expense was incurred, via the Reimbursements section of the Timesheet Entry screen, as highlighted in the example below.

To add a reimbursement to a timesheet, follow the procedure below.

1	Open the relevant timesheet in the Timesheet Entry screen.
2	Click the Reimbursements section. The Additional Items section opens.
3	Click \/ next to the Date column and select the relevant date from the options available in the list. Note that you can only select dates that correspond to dates on the timesheet you are editing. The selected date displays in the Date* column*.
4	In the Item column, click the down arrow and select the relevant item from the options available in the list. The selected item displays in the Item* column*.
5	In the Net column, type the out-of-pocket expense that was incurred, excluding any applicable tax.
6	In the GST column, key in the amount of Goods and Services tax that applied to the total out-of-pocket expense. Note that the name of the GST column is configurable and may therefore be labelled different within your system to reflect the name of the applicable consumption/value added tax that is applicable. The Total* column displays the total (net + tax) reimbursement amount.*
7	In the Project Code column, click \/ and select the relevant project code from the options available in the list that is displayed or key in the relevant project code. The selected project code appears in the Project Code* column*.
8	If you want to add more reimbursements to the same timesheet, click Add to add another row and repeat steps 3-7 until you have added each of the relevant manual items. Otherwise, proceed to step 9.
9	Click Save near the top of the Timesheet Entry screen to save the timesheet or click Submit to submit the timesheet for approval.

Note that if you add a reimbursement erroneously you can delete the item from the timesheet by clicking Delete.