Expenses

Add new expense type

In order for users to be able to register expenses, you need to add the expense types which should be selectable and connect them to the correct payroll item. To add a new expense type go to Administration - Settings - Time registration - Expense type. To create a new type, click on Create expense type.

Then you need to decide which settings the new type should have:

• Expense type: Here you name the expense type. It is this name visible in the time registration view.

• Payroll item (non-deductible): Specified only in the case of payroll file export from the system and when the expense type has a non-deductible part. Usually only applies to expense types relating to representation.

• Deductible amount per participant: Indicated only if there is a deductible amount. This can occur for representation, but the Swedish Tax Agency's rules mean that there is rarely a deductible amount nowadays. You can read more on the Swedish Tax Agency's website.

• Maximum basis for input VAT per participant: This states the limit for the basis for VAT. You may only deduct input VAT for part of the cost. See the Swedish Tax Agency's website for the latest limit amount.

• No VAT: Check in this checkbox this to remove the field for VAT in the expense registration. Useful, for example, for types of expenses for foreign expenses or for congestion tax. That is, where VAT should not be allocated but the entire amount should be expensed, and expenses where VAT is missing.

• Representation: Only selected if the expense is linked to representation. Provides additional fields to fill in when registering expenses (reason, location, number of participants and participants' names).

• Disabled: Selected if the expense type is no longer to be used.

• Group: Is a column that can be activated by Milient Software support. It makes it possible to connect specific expense types to a group of users. Useful if you want certain expense types to be available for expense registration only for certain people.

Payroll Item Rules of Expenses

To be able to use the information in the system for a payroll basis (in a payroll file to import to the payroll system), payroll item rules are needed. If you need to add a new payroll item, click on Create payroll item rule. hen fill in the settings. The save button is activated when all required fields are filled in.

• Activity: Select the activity (in this case the expense type) for which you want to create a payroll item rule.

• User: Select whether you want the payroll item rule to apply to all users or a specific user/group.

• Payroll item: Select the payroll item/code that should apply to the activity. See previous chapter for more information on how to add a new one if the one you need is missing.