Set up expense categories, projects and currencies

Before employees can claim expenses, set up the categories they claim against (Travel, Food, Internet and so on) and the limits for each. You can also add projects or cost centres and foreign currencies.

Before you start

• Your company needs the Expenses & Loans module.
• You need the Approve claims, issue loans & advances permission to change categories.

Add categories

1. Go to Payroll → Expense Claims ( open Expense Claims).
2. Open the Categories & limits tab.
3. If you have no categories yet, click Add standard categories to add a ready-made set (Business Promotion, Cab, Food, Internet, Per Diem, Travel, Other). You can then edit them.
4. To add your own, click New category.
5. Enter a Name and Code.
6. Set a Monthly limit (₹) and Yearly limit (₹). Use 0 for no limit.
7. Turn on Receipt required if employees must attach a receipt.
8. Turn on Taxable reimbursement if this reimbursement is taxable.
9. Keep Active (employees can claim) on.
10. Click Save category.

How limits work

• Limits are checked when an employee submits a claim. Pending, approved and paid amounts all count.
• Yearly limits follow the financial year (April–March).
• When you review a claim, Attendex shows the employee's usage for that category and flags anything over the limit.

Add projects and currencies

1. Open the Projects & currencies tab.
2. Under Projects & cost centers, add a code and name for each project employees can tag expenses to.
3. Under Currencies, add a currency code (for example USD), its name and the rate (1 unit = ₹). Click Add / update.

The rate is a default. Employees can adjust it per expense to match their card statement; the payable amount is always worked out in INR.

Next steps

• Approve expense claims and pay them through payroll