Expense Type
費用類型

Expense Type is under Expense.

Expense Type is the categorization of different kinds of expenses that employees can claim. Each expense type has specific attributes and rules associated with it, such as whether a receipt is required or how it interacts with the payroll management module. This helps streamline the expense processing and ensures proper record-keeping and reimbursement.

Examples for Expense Type:

• Travel Expenses: Costs related to transportation (flights, trains, rental cars), accommodation (hotels, Airbnb), meals, and other travel-related expenses during business trips.

• Meal Expenses: Reimbursement for meals purchased during business trips or working hours.

• Mileage Expenses: Local transportation costs (taxis, rideshares, public transport, parking fees) incurred for business purposes.

費用類型

費用類型位於費用之下。

費用類型是對員工可申報的不同種類費用的分類。每種費用類型都具有特定的屬性和規則，例如是否需要收據，或與薪資管理模組的互動方式。這有助於簡化費用處理流程，確保正確的記錄保存和報銷。

費用類型範例：

• 差旅費用：與商務旅行相關的費用，包括交通（航班、火車、租車）、住宿（酒店、Airbnb）、餐飲及其他旅行相關費用。

• 膳食費用：商務旅行或工作時間內購買餐點的報銷。

• 里程費用：因公務產生的本地交通費用（的士、拼車、公共交通、停車費）。

Click the Expense Type to modify its details.

按一下費用類型以修改其詳細資料。

Expense Type

• Displays the system code of the expense type (for example, HOTEL).

• This value is for identification purposes and cannot be changed.

Description

• Enter or update the expense type description that will be displayed to users when submitting expense claims.

• Example: Hotel, Taxi Fare, Airfare.

GL Account Code

• Enter the General Ledger (GL) account code associated with this expense type.

• Use Expense Claims Report by GL Account for analysis.

• This GL Account Code is different from the Main Account in the Payroll Cost Centre, which is used for payroll cost allocation.

Expense Entry Required Attachment 

• Select this checkbox if supporting documents (such as receipts or invoices) are mandatory when creating an Expense Entry.

• Leave the checkbox unselected if attachments are optional.

Expense to Payroll Pay Type

• Select the payroll pay type to use when approved expense claims are transferred to payroll  — the total amount will automatically sum to that pay type during Payroll Generation for the expense period.

• Example: 05. Reimbursements.

• Select N/A to exclude this from payroll.

費用類型 (Expense Type)

• 顯示費用類型的系統代碼（例如：HOTEL）。

• 此代碼僅供識別用途，不能修改。

描述 (Description)

• 輸入或更新支出類型的描述，該描述將顯示給員工於提交報銷申請時選用。

• 例如：酒店、的士車費、機票。

總帳科目代碼 (GL Account Code)

• 輸入與此費用類型相關聯的總帳（GL）科目代碼。

• 可使用「按總帳科目分類的支出報表 (Expense Claims Report by GL Account)」進行分析。

• 此總帳科目代碼與 工資成本中心 中的 主要帳戶不同；工資成本中心中的  主要帳戶是用於薪資成本分攤的。

報銷項目必須附上附件 (Expense Entry Required Attachment)

• 如建立支出項目時必須提交證明文件（例如收據或發票），請勾選此核取方塊。

• 如附件屬於選擇性提交，則無需勾選。

報銷對應薪酬類型 (Expense to Payroll Pay Type)

• 選擇當已批核的報銷申請轉入薪資系統時所使用的薪酬類型。於薪資產生程序（Payroll Generation）中，該報銷期間的總金額將自動累計至所選薪酬類型。

• 例如：05. 報銷款項 (Reimbursements)。

• 如不需轉入薪資系統，請選擇 N/A。

Employee Portal Tab

This tab configures settings for the Expense Claims Application in the employee portal.

General Functions

• Visible in Expense Claims Application: When enabled, this expense type appears as a selectable option for employees to claim.

• Application Required Attachment: When enabled, employees must upload an attachment (e.g., hotel voucher) when submitting a claim for this type—unless "Application allows missing Attachment" is also enabled.

• Application allows missing Attachment: When both "Required Attachment" and this option are enabled, employees can submit without an attachment. After approval, the "Missing Attachment" checkbox in Expense Entry auto-checks.

• Application requires Remarks: When enabled, employees must enter remarks before submitting the claim.

• Application Rejection requires Remarks: When enabled, approvers must provide remarks when rejecting a claim.

• Minimum Claim Amount per Application: Sets the minimum allowed amount per claim for this expense type.

• Maximum Claim Amount per Application: Sets the maximum allowed amount per claim for this expense type.

• Allow Unapproved Expense Claims Application Withdrawal: When disabled, employees cannot withdraw (delete) their own unapproved claims.

員工門戶標籤

此標籤配置員工門戶中費用申領申請的設定。

一般功能

• 顯示在費用報銷申請：啟用後，此費用類型會顯示為員工申領的可選項目。

• 申請必需附件：啟用後，員工提交此類型申領時必須上傳附件（例如酒店憑證）——除非同時啟用「申請允許缺少附件」。

• 申請允許缺少附件：當「要求附件」與此選項均啟用時，員工可無附件提交申領。核准後，費用條目中的「缺少附件」核取方塊將自動勾選。

• 申請要求備註：啟用後，員工提交申領前必須輸入備註。

• 申請拒絕要求備註：啟用後，審批者拒絕申領時必須提供備註。

• 每份申請的最低報銷金額：設定此費用類型每份申領的最低金額。

• 每份申請的最高報銷金額：設定此費用類型每份申領的最高金額。

• 允許撤回未核准費用報銷申請：停用後，員工無法撤回（刪除）自己的未核准申領。

Allow Expense Date Start Date Options

Configure eligibility rules for expense claim dates using these options for Start Date 1 and Start Date 2 (both support "After" or "On or After"):

Start Date 1 Options

• Join Date

• Probation End Date

• 1 month of service

• 3 months of service

• 6 months of service

• 1 year of service

• 4 weeks (28 days) of service

• 40 weeks (280 days) of service (e.g., Maternity/Paternity Leave)

Start Date 2 Options

• N/A

• Period End Date of generated payroll (prevents claims for past payroll periods, e.g., no 2022 March claims after March payroll is finalized)

• Employee user-defined fields: Set in Master Setup > Employee User-Defined Fields.

• Company user-defined fields: Set in Company Setup > Company User-Defined Fields.

Maximum days between Expense Date and Apply Date

Set a limit (X days) between Expense Date and Apply Date. Employees must apply within X days of the expense date (applies to backdated claims only).

允許費用日期開始日期選項

使用以下選項為開始日期 1和開始日期 2配置費用申領日期的資格規則（均支援「之後」或「當天或之後」）：

開始日期 1 選項

• 入職日期

• 試用期結束日期

• 服務 1 個月

• 服務 3 個月

• 服務 6 個月

• 服務 1 年

• 服務 4 週（28 天）

• 服務 40 週（280 天）（例如：產假／侍產假）

開始日期 2 選項

• N/A

• 已生成薪資的期間結束日期（防止過去薪資期間的申領，例如 2022 年 3 月薪資生成後不得申領 3 月費用）

• 員工自訂日期欄位：在主設定 > 員工自訂欄位設定。

• 公司自訂日期欄位：在公司設定 > 公司自訂欄位設定。

費用日期與申請日期間的最大天數

設定費用日期與申請日期間的限制（X 天）。員工須在費用日期後 X 天內申請（僅適用於回溯申請）。

When defined, this text appears on the "Apply Expense Claims" screen in the Employee Portal, displayed below the Expense Type dropdown.

填寫後，此文字會顯示在員工門戶「申請費用申領」畫面，位於費用類型下拉選單下方。

• Enable Expense Type Balance: When enabled, set annual limits for this expense type—either maximum claim amount per year or maximum number of claims per year. Use "Started at" to define the calendar year (1st of the month or anniversary date).

• Show Expense Type Balance: Displays the remaining balance on the Expense Application screen.

Display Conditions (all required):

• 1. • "Enable Expense Type Balance" is checked in Expense Type setup

     • "Show Expense Type Balance" is checked in Expense Type setup

     • "Show Expense Type Balance" checked in Employee Master > EPortal tab

• Maximum claim amount per month: Caps monthly claims at the defined amount.

• Not prorated for first month: Disables pro-rata calculation for initial month.

• Maximum claim amount per year: Caps yearly claims at the defined amount.

• Maximum number of claims per year is defined. The applicant must apply not more than the number of times allowed to apply per year. 

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

• Both annual limits include first-year pro-rata calculation (unless "No Prorata for first year" is checked).

• 啟用費用類型餘額: 啟用後，可為此費用類型設定年度限制——每年最高申領金額或每年最高申領次數。使用「開始於」定義日曆年（每月 1 號或周年日期）。

• 顯示費用類型餘額: 顯示費用類型餘額：在費用申請畫面顯示剩餘餘額。

顯示條件（需全部滿足）：

• 費用類型設定中勾選「啟用費用類型餘額」

• 費用類型設定中勾選「顯示費用類型餘額」

• 員工主檔 > 員工門戶標籤中勾選「顯示費用類型餘額」

• 每月最高可報銷金額上限：每月申領上限為設定金額。

• 首月不按比例計算：停用首月比例計算。

• 每年最高可報銷金額上限：每年申領上限為設定金額。

• 每年最高可報銷次數：每年申領次數上限為設定次數。

• 開始於：可選擇每月 1 號或周年日期。

• 兩項年度限制均包含首年按比例計算（除非勾選「首年不按比例計算」）。

Approval Workflow

Configure the approval process for this expense type using these options:

• Employee Portal Setup: Uses approval workflow defined in Employee Portal Setup > Leave Application tab. Can be overridden by settings in Employee Master > EPortal tab.

• All Approvers: Requires approval from all assigned approvers.

• Any Approvers: Needs approval from at least one approver.

• By Level: Sequential approval based on a defined hierarchy.

• Self-Approval: Employee approves their own claim.

Approver 1-5 Fields

Assign up to 5 specific approvers and define the required number and sequence (for "By Level" workflow). Different expense types can have unique approver assignments.

See also: What is "Approval Workflow"?

審批流程

為此費用類型配置審批流程，使用以下選項：

• 員工門戶設定：使用員工門戶設定 > 請假申請標籤中定義的審批流程。可被員工主檔 > 員工門戶標籤中的設定覆寫。

• 所有審批者：需要所有指定審批者核准。

• 任一審批者：至少一名審批者核准即可。

• 按層級：依定義層級順序審批。

• 自核：員工可自行核准自己的申領。

審批者 1-5 欄位

指定最多 5 名特定審批者，並定義所需審批人數及順序（適用於「按層級」流程）。不同費用類型可設定不同的審批者。

另參：什麼是「審批流程」？

Employee Class Restrictions

When one or more Employee Classes are selected in the Employee Class tab, this expense type is restricted to employees belonging to those classes only.

When no classes are selected, the expense type is available to all employees (applies to both HRPro and Employee Portal).

員工類別限制

在員工類別標籤中勾選一個或多個員工類別時，此費用類型僅適用於屬於這些類別的員工。

未勾選任何類別時，此費用類型適用於所有員工（同時適用於 HRPro 和員工門戶）。

This tab controls which User Defined Fields (from Expense Module Setup > User Defined Fields tab) apply to this expense type.

Visible in EPortal: Check to make the field visible and editable in the Employee Portal for this expense type.

此標籤控制自訂欄位（來自費用模組設定 > 自訂欄位標籤）是否適用於此費用類型。

員工門戶顯示：勾選以在此費用類型的員工門戶中顯示並可編輯該欄位。