In this topic

• Introduction
• Configuring the Leave Set Up
  • Configuring Leave Types
  • Editing a Leave Type
  • Deleting a Leave Type
• Configuring the Expense Set Up
  • Configuring Expense Types
  • Editing an Expense Type
  • Deleting an Expense Type

Introduction

This topic describes how to configure the Leave and Expense Management System.

NOTE: You must have the Leave Administrator web role to access the Leave Set Up screen.

Configuring the Leave Set Up

To configure the Leave module:

1. Go to the Leave/Expense ** -> **Set Up screen

2. Select the Flow Chart that apply to the Leave Management module

   NOTE: If you haven’t configured an organisation chart, refer to the Creating an Organisation Chart help topic.

3. At the Leave Application Form Message field specify a message that you want to be visible at the top of the Leave Application screen. This field is typically used to communicate internal processes around leave (for example, doctor’s certificate requirements).
4. Click the Save Changes button at the bottom of the screen

Configuring Leave Types

To configure leave types that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Click the Assign button in the header of the Assigned Leave Paycode section

3. Select a paycode from the Paycode (Hours) dropdown list

   NOTE: You will only be able to assign paycodes to the Leave Management System if they are Hours based paycodes.

4. Enter the Name that you want to appear in the Leave Management System for this Leave Type
5. If you want Leave Applications for this Leave Type to automatically adjust Ordinary Hours when transferred to payroll, place a tick in the Deduct Ordinary Hours paycode
6. Select a Colour to represent this Leave Type in the Leave Roster
7. Click the Save Changes button
8. Repeat Step 2 to Step 7 for each paycode that you want to link to the Leave Management System

Editing a Leave Type

To edit a Leave type that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Locate the Leave Type in the Assigned Leave Paycode section
3. Click the Edit button to the right of the Leave Type that you want to edit
4. Make the required changes
5. Click the Update button

Deleting a Leave Type

To delete a Leave type that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Locate the Leave Type in the Assigned Leave Paycode section

3. Click the Delete button to the right of the Leave Type that you want to remove

   NOTE: You cannot delete a Leave Type that has been used to apply for leave. If a Leave Type has been used to apply for leave, you should instead update the Status of the Leave Type to ‘Inactive’ using the Edit Process.

Configuring the Expense Set Up

To configure the Expense module:

1. Go to the Leave/Expense ** -> **Set Up screen

2. Select the Flow Chart that apply to the Expense Management module

   NOTE: If you haven’t configured an organisation chart, refer to the Creating an Organisation Chart help topic.

3. At the Expense Application Form Message field specify a message that you want to be visible at the top of the Expense Application screen. This field is typically used to communicate internal processes around expenses (for example, evidence requirements).
4. Click the Save Changes button at the bottom of the screen

Configuring Expense Types

To configure expense types that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Click the Assign button in the header of the Assigned Expense Paycode section

3. Select a paycode from the Paycode (Dollars) dropdown list

   NOTE: You will only be able to assign paycodes to the Expense Management System if they are Dollar based paycodes.

4. Enter the Name that you want to appear in the Expense Management System for this Expense Type
5. Click the Save Changes button
6. Repeat Step 2 to Step 5 for each paycode that you want to link to the Expense Management System

Editing an Expense Type

To edit an Expense Type that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Locate the Expense Type in the Assigned Expense Paycode section
3. Click the Edit button to the right of the Expense Type that you want to edit
4. Make the required changes
5. Click the Update button

Deleting an Expense Type

To delete an Expense type that employees can apply for:

1. Go to the Leave/Expense ** -> **Set Up screen
2. Locate the Expense Type in the Assigned Expense Paycode section

3. Click the Delete button to the right of the Expense Type that you want to remove

   NOTE: You cannot delete an Expense Type that has been used to apply for a reimbursement of expenses. If an Expense Type has been used to apply for an expense reimbursement, you should instead update the Status of the expense Type to ‘Inactive’ using the Edit Process.