Introduction to Expense Account Configuration

Jimmy De Santis
Jimmy De Santis
  • Updated

Folks offers two types of expense account configuration, each with its advantages.

Configuration types

Type Configuration with restriction Configuration without restriction
Benefits
  • Greater control: ability to define restrictions on types of expenses and amounts authorized.
  • Lump-sum options: ability to define lump-sum amounts for certain expenses (e.g. $45 for cell phone).
  • Flexibility: several receipts can be added at once.
  • Group sending: employees can accumulate expenses over a given period (e.g. a month) and send all requests at once.
How it works
  • Expenses can be limited to specific categories (meals, travel, other).
  • Employees must provide receipts to justify expenses.
  • No restrictions on expense types.
  • A “Project” field can be activated to categorize expenses (customer, specific project, personal expenses, etc.).
  • Per diem can be set for meals and mileage.

Creating a configuration

As an administrator, you can create a configuration for expense account requests as follows.

It is possible to create multiple configurations, but only one per employee will be applied, i.e. there is no selection option when making a request. For example, if you create one configuration that applies to everyone and another that applies specifically to one employee, the employee will only see the one that applies specifically to them.
  1. In Folks, navigate the expenses customization page (Admin > Human Resources > Expenses Customization).
  2. In the configuration form, give your configuration a name, then select the desired expense account type.
    • If you are creating a configuration Without restriction, define the per diem amounts for meals and mileage. We recommend that you use the Show project field option to allow employees to indicate whether certain expenses should be applied to specific project budgets.
    • If you are creating a configuration With restriction, please refer to the section below.
  3. Under the Employees selection section, select the structures or employee to which the configuration is to be applied. By default, the Apply to an organizational structure option is selected, and the configuration is applied to all working sites and departments. To target a specific employee, select the Apply to an employee option. When a configuration is created for an employee, it is automatically assigned the employee's name.
  4. Under the Approvers section, select the person(s) who will approve expense accounts. Requests are sent to the first approver, then to the second approver (if configured).
    • Approver 1 (mandatory) - You can select the desired person or keep the (employee) Supervisor option. Note that when no supervisor is assigned to the employee, the expense request will be automatically approved without validation.
    • Approver 2 (optional) - Accountant or other responsible person
  5. When you have finished, click Save.

Employees can submit expense accounts by clicking on the requests icon in the Folks header (see Send an Expense Account Request). Approver(s) will receive email notifications of requests awaiting approval.

As an administrator, you can view all requests, process a pending request on behalf of another person, and delete any expense account request.

To delete an expense account configuration see this article.

Additional tips

  • Use an existing Excel file to calculate taxes and attach it to the request.
  • Create a visual guide to help employees complete their requests correctly.
  • Use a test user account to make adjustments or simulate requests.