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Timesheets - Entering Reimbursements in a Different Currency

FastTrack360 Version 12 Online Help

Timesheets - Entering Reimbursements in a Different Currency

Owned by Fiona Sims
Last updated: 05 October 2021
3 min read

Where payees work in a different country to their base country, they will potentially incur out of pocket expenses in a different currency that they will wish to be reimbursed for in their own currency. Payees can choose to either calculate the currency conversion themselves or they can enter the currency value and allow the system to convert the reimbursement value to the payee's base currency. If it is the latter, details of configuration and the entry of the reimbursement is explained.

Before the payee is able to enter a reimbursement in a different currency, the system would require the following to be configured. Click on the links to view information as to how to configure each item:

  • The multi currency feature would need to be enabled.

  • The currency codes in use would need to be made active.

  • The currency exchange rates would need to be entered with an effective date that was on or before the first timesheet start date that would use currencies in reimbursements.

  • Pay company would need to be configured to confirm the date at which the exchange rate should be selected to convert the reimbursement currency values.

Desktop Timesheets - How to Enter a Reimbursement in a Different Currency

1.

Locate the required timesheet in Time and Attendance > Timesheets

 

2.

In the Reimbursement section of the timesheet, click Add.

A new reimbursement line is added

3.

Select the Item Date.

 

4.

Select the Item.

 

5.

Click Enter Currency.

A pop up window displays. Skip step 5 to 8 if the reimbursement was not in a different currency.

6.

In the pop up window select the currency that the expense was incurred in.

If the currency code is not visible, contact the agency to enable the currency code.

 

7.

Enter the value of the expense in the currency it was incurred in.

The exchange rate that will be used for the conversion will be displayed.

If the exchange rate does not display, contact the agency to apply the currency exchange rates.

 

8.

Click in the pop up window.
The pop up window will close and the converted currency value will be shown in the Net field.

 

9.

The value shown in the Net field is the reimbursement value that will be used in the pay process for payment.

Check the calculated value. When entering a reimbursement in a different currency, you are not able to change the calculated Net value.

If the reimbursement was incurred in the payee's base country, enter the reimbursement net value in Net.

 

10.

When entering a reimbursement in a different currency, you are not able to enter any tax as you cannot reclaim tax from a different country. Therefore, skip this step.

If the reimbursement was incurred in the payee's base country, enter the tax of the reimbursement, if applicable.

 

12

Click Save at the top of the timesheet.

 

 

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