Create Reimbursable Allowances

For reimbursable allowances, the system compares the actual expense amounts to the rate limit, which means you must enter actual expense amounts manually into the system or they can be entered by company card import.

The Reimbursable Allowances Summary page appears only if:

You meet the travel allowance criteria defined by your company - and -
Your travel allowance configuration includes reimbursable allowances

Before creating or editing reimbursable allowances, review the general information in the overview. You may also want to review the information about reimbursable allowance calculations.

Create the expenses for reimbursable allowances

For reimbursable allowances, you can create the itinerary first and then add/edit the expenses or you can add/edit the expenses and then create the itinerary. Regardless, before you can submit the expenses, the system verifies that the dates on the expenses are within the date range of the itinerary.

To create the reimbursable travel allowance expenses:

Enter the expenses as usual on the expense report page using the meals or lodging expense types (whichever applies) or import the appropriate company card transactions.
Select the Travel Allowance check box to indicate that the expense is a travel allowance expense.
Note
- The Travel Allowance check box appears only if you meet the travel allowance criteria and only for the appropriate expense types. For example, if you select the expense type of Airfare (not applicable to travel allowance), the Travel Allowance check box does not appear.
- For expenses that you will itemize, select the Travel Allowance check box on the "parent" entry so that it is copied from the "parent" to the itemized entries. Once the expense is itemized, the check box no longer appears on the parent entry.
When you save the expense, Expense matches the date of the expense to the associated itinerary. If there is no match, a message appears. If there is a match, the system collects the expense information and displays it on the Reimbursable Allowances Summary page.
To view the reimbursable expenses:
- Select Details > Reimbursable Allowances Summary - or -
- Click Show reimbursable allowances for (date) on the Expense tab - or -
- Click Show reimbursable allowances for (date) in the Itemization Details window

View the allowances on the Reimbursable Allowances Summary page

At the top of the page are date fields so you can enter a date range. The system will show the reimbursable allowances only for that range.

There are several different configuration options that affect the information that appears on your Reimbursable Allowances Summary page. However, the following information (columns) always appear.

Column	Description
Date/Location	Date and location associated with that row, as indicated on the itinerary Click the expand button for additional details (expense type, vendor, foreign amount, and amount (in the employee's reimbursement currency).
Allowance Limit	Allowance limit as defined either by the company or the government
Expense Total	Total as entered on the expense report page
Above Allowable Limit	Expense amount that is in excess of the allowance limit
Reimbursable Amount	Total allowance for the day (meals/incidentals and lodging) that the employee will be reimbursed

There are several options that may appear based on whether your company pays up to the limit or pays the actual expense amount if it is over the limit. You Reimbursable Allowances Summary page may appear with any of these options, as determined by your company.

Configuration	Description
Reimbursable Allowance/No Limit	The expense amount is paid, regardless of the limit. (The amount in the Reimbursable Amount column always equals the amount in the Expense Total column.) The comparison to the limits is used for splitting the expense amounts into the allowable (up to the limit) and unallowable (above the limit) amounts for export to the financial systems. The rate used (Allowance Limit column) is the government rate for Government Only configurations or the company rate for Company Only configurations.
Reimbursable Allowance/Limit	The reimbursable amount is capped by the rate limit. (The amount in the Reimbursable Amount column equals the amount in the Allowance Limit column or the Expense Total column, whichever is smaller.) The comparison to the limits is used for splitting the expense amounts into the allowable (up to the limit) and unallowable (above the limit) amounts for export to the financial systems. The rate used (Allowance Limit column) is the government rate for Government Only configurations or the company rate for Company Only configurations.
Reimbursable Allowance/Limit – Government and Company Rates	The reimbursable amount is capped by the company rate limit. (The amount in the Reimbursable Amount column equals the amount in the Allowance Limit column or the Expense Total column, whichever is smaller.) The comparison to the government rate limits is also displayed. The rates used (Allowance Limit column) are both the government rate and the company rate for the Government and Company rates configurations.
Combined meals and lodging	Another factor causing a variation is whether the meals and lodging rates are configured as combined for comparison purposes. If both are configured for reimbursable allowances and they are combined, the meals and lodging allowances and expenses are added together for the summary table. If they are not combined, two rows may be required for each day: one for lodging and one for meals.

When you are finished viewing the information, click Done.