Expense account

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

Configuration types

Creating a configuration

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

1. In Folks, navigate the expenses customization page Employees > Expenses accounts and click on the gear icon ⚙️to access configuration. 
2. In the configuration form, give your configuration a name, then select the desired expense account type.
   • If you are creating a configuration With restriction, expenses can be limited to certain categories only. Employees must attach a proof like a receipt.
   • 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.
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.

The Show Project Field option allows you to add an alphanumeric field in the expense form. This field lets employees indicate the name of the project associated with the expense, for reference purposes only.

How to Enable It?

1. Go to Employees > Expenses Accounts.

2. Click the gear icon ⚙️ in the top right corner.

3. In the expense account settings, check the box Show Project Field.
   

How the project field will be shown to employees:


👉 Note: The Project field in expense accounts is completely independent from the projects in the timesheet module. It is for reference purposes only and does not affect project tracking in timesheets.

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1. Go to  Employees > Expense accounts. Click on the gear icon ⚙️ to access configuration. 

2. Click on the drop-down for Saved configurations. Select the one you'd like to delete.

3. Click on Delete.

💡Tip: Requests previously made with the deleted configuration will not be deleted from the platform. You will be able to find them by accessing the detailed analysis of the employees' expense accounts through Employee > Expense accounts section.

⚠️WARNING : If a structure or employee configuration is deleted, the affected individuals will lose access to apply for an expense account or will be covered by another existing and more general configuration.

You can send an expense account request as follows.

If you don't see the option, it means that no configuration applies to you.

1. In the header, click on the + Make a request button and select Expense account.
2. On the request page, complete the necessary information according to your company's configuration.
3. If you wish, you can attach files to your request.
4. When you have finished, click on Send request to send it now, or on Save without sending to save the request as a draft.

It will be possible to edit or delete your request if it is in draft form or if it has not yet been approved in Employees > Expense Accounts. It will also be possible to edit a request that has been rejected to correct the details.

Once submitted, your request will automatically generate an e-mail to notify the approver(s) of your request. Once your request has been processed, you'll receive an e-mail to let you know whether it has been accepted or rejected.

This article is aimed at expense account approvers who wish to learn how to process requests received in the expense account module.

Processing and editing a request

When employees send you expense accounts, you can see them in the Pending requests section of the home page. Clicking on a pending expense account request takes you to the expense account module (Employees > Expense accounts).

We suggest you view the request before approving it, to verify the information. To do so, click on the eye icon. Under the Approval column, you can click on the check mark to approve the request, or on the x to reject it. Under these options, Next indicates the person who must approve the request.

To edit the request, click on the edit icon (pen/paper). In the request details at the bottom of the page, you can save your changes.

Wether or not the request is approved, an email will be sent to the employee to inform them of your response.

Deleting a request

When a request is awaiting your approval, you can click on the trash icon to delete it. Once approved, you can only view the employee's request. You can also delete a rejected request.

1. Go to the Employees > Expenses accounts section.

2. Click on the eye icon to access the detailed request.

3. Click on the paperclip icon to download an invoice attachment(s) or general expense account attachments.

4. A window will appear. Locate the desired attachment and click on the label of the attachment to download it and view it.

💡TIPS :

To download all the attachments at once, click on Download everything.