Expense Type

Expense Type is under Expense.

Expense Type is for Expense Processing, which defined the attributes when the Employee Portal User applied a Expense Claims as well as how this expense type interfaced with Payroll Management Module.

When Expense Entry Required Attachment is checked, HRPro User must attach an attachment when adding Expense Entry for this Expense type. E.g. Receipt

Expense to Payroll Pay Type is to define whether the Expense Entries of this Expense Type will flow to Payroll Batch or not. select N/A to no and if selected the appropriate Pay Type than the sum of the amount of this Expense Type will be summed to the Pay Type during the Payroll Generation of the Expense Period.

WebLeave (Employee Portal) tab

The options in this tab are for the Expense Claims Application

When Visible in Expense Claims Application is checked, then this Expense type is visible for Employee Portal User to select to apply Expense Claims.

Allow Expense Date Start Date 1 options are (After / On or After)

Allow Expense Date Start Date 2 options are (After / On or After)

When Maximum days between Expense Date and Apply Date is defined. The applicant must apply the application no more than X days after the Expense Date. (Applicable to Backdate Application only)

When the Application Required Attachment is checked, the Employee Portal User must submit an attachment when applying an Expense Claim for this Expense type. E.g. Hotel Voucher. unless the Application allows missing Attachments to be checked. 

If the Application Required Attachment and Application allow missing Attachment are both checked, the applicant can apply without Attachment. However, the Missing Attachment checkbox in Expense Entry will be automatically checked after the application is approved. 

The Minimum Amount allowed to claim is the minimum amount allowed to apply for the expense claims for this Expense Type. 

The Maximum Amount allowed to claim is the maximum amount allowed to apply for the expense claims for this Expense Type. 

If Allow Unapproved Expense Claims Application Withdrawal is turned off, the applicant is not allowed to withdraw (delete) his/her own unapproved Expense Claims application.

Explanation on Employee Portal


When defined, it will show on the Apply Expense Claims screen in the Employee Portal under the Expense Type combo box. Explanation on Employee Portal supports simple HTML tags (e.g. <b><i><span style="color:red">)

Maximum per year 


When Enable Expense Type Balance is turned on, The Maximum Amount allowed to apply per year or the Maximum number of times allowed to apply per year can be defined for this particular Expense type. This is good for defining the balance of this Expense Type. 

When the Maximum Amount allowed to apply per year is defined. The applicant must apply not more than the defined amount per year. The calendar year period is defined in Started at

When the Maximum number of times allowed to apply per year is defined. The applicant must apply not more than the number of times allowed to apply days per year. The calendar year period is defined in Started at

There is a first-year pro-rata calculation for these two options (unless the No Prorata for the first year checkbox is checked). 

"Started at" can be the 1st of each Calendar Month or the date of the Anniversary. 

Expense Type Balance will only be shown on the Employee Portal when 

Approval Workflow


Approval Workflow is to define the Workflow of this Expense Type.

Approver 1, 2, 3, 4, 5 is to define the number of Approvers required and the approval sequence (if by level) for this Expense type. In order to allow different approver(s) for different Expense Type

When Auto Approval is turned on, the application of this Expense type does not required Approver's Approval and the application become self-approved. 

See also: What is "Approval Workflow"?

Employee Class

When one or more Employee Class is checked in the Employee Class Tab, this Expense type will only applicable to those employees belong to that Employee Class(es).

When no selection is checked, the Expense Type will available to all employees. (this option is applicable to both HRPro and Employee Portal)

User Defined Fields

This tab defines whether or not the User Defined Fields defined in Expense Module Setup, User Defined Fields tab applies to this Expense type. 

Check the Visible in EPortal checkbox if this User Defined Field applies to this expense type.