Other expense

What is it?

Other expense is where you record and approve non-time compensation for employees — expense claims and mileage.

You'll find it under Time → Other expense in the main menu.

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1. Employee
2. Type
3. Quantity / Total
4. Status

How to

Record an expense or mileage claim

1. Go to Time → Other expense.
2. Click Create new.
3. Choose Expense or Mileage.
4. Choose the Employee and Date.
5. Choose the Type — the salary code the claim is paid under. Picking one usually fills in its rate for you.
6. Choose Per unit (quantity or distance × a rate) or Fixed (one flat amount), and fill in the amount fields. The total is calculated for you.
7. Add a comment if needed, and save.

Edit, delete, or approve a claim

1. Click a claim in the list to open it.
2. Make your changes, or click Delete or Approve, and confirm.

Approve several claims at once

1. Tick one or more claims in the list.
2. Click Approve in the bulk actions bar, and confirm.

Note: If everything you've selected is already approved, this won't do anything — deselect the approved ones first.

Delete several claims at once

Tick the claims you want to remove, then click Delete in the bulk actions bar, and confirm.

Find a claim

Use the filters to narrow the list by date, employee, or approval status.

What do the fields mean?

Type

The salary code the expense or mileage is paid under.

Per unit / Fixed

Per unit calculates the total from a quantity (or distance) multiplied by a rate. Fixed lets you enter one flat amount instead.

Distance / Rate (Mileage)

Mileage is calculated per Swedish mile (mil) — distance travelled multiplied by your rate per mil.

Total

The amount calculated for you (Per unit), or the amount you entered directly (Fixed).

Status

Approved or Pending.

Good to know

• Other expense requires its own module to be turned on for your company.
• The rate usually fills in automatically once you choose a Type, based on that salary code's settings — you can still adjust it.
• There's no single-row approve or delete button in the list — open the entry, or use the bulk actions bar.
• This page doesn't show a running total of amounts claimed.