Concept: Event-Based Expenses

Event-based expenses are expense reports that the system creates when triggered by an event. You can configure them to be time-based, where they're triggered by a timesheet submission, or scheduled, where they're triggered based on a set schedule. Automating these types of reoccurring expenses alleviates user overhead and ensures the funds are appropriately allocated to the correct areas for later identification by invoicing.

When creating a Timesheet event-based expense, you'll configure

Criteria

to capture the scenario in which the system should automatically create the expense. Example: Workers earn meal reimbursement after working a minimum of 10 hours per day. With criteria, you would indicate that when a timesheet is submitted with at least 10 hours per day, then the Daily Meal Stipend of $10 should apply.

When creating a Scheduled event-based expense, you'll configure both

Criteria

and

Frequency

. Example: There's a new regulation that requires workers in the UK office to receive a 500 GBP monthly parking reimbursement to compensate for commuting to the office. Since your company has decided to generate the expense report on the last day of every month, you can select a

Frequency

of

Monthly

and choose a

Repeat Criteria

of

Last day of the Month

.

Event-based expenses utilize approval workflows. You can choose between several options:

Option	Description
Automatically approve	The expense is approved as soon as it's created.
Use existing workflow approval	The expense is approved based on the Approval Strategy set on the expense report type.
Approve with timesheet	This option is only available if you select an Event Type of Timesheet . The expense is approved at the same time the timesheet is approved.

After creating the event-based expense, you must attach the event to the appropriate work order. If the work order has not yet been created, you'll need to create a job and select the event as well as the charge code for the event-based expense. After onboarding is complete, you can view the event selected on the worker's work order. Alternatively, if the work order already exists, you can modify the work order and select the event you created along with the charge code.