Employee Misc. Expenses Overview

The purpose of the Misc. Expenses feature is to record project expenditures when a standard Purchase Order (PO) is not feasible. For example, a Misc. Expense may occur when an employee purchases fuel for his/her truck and uses a credit card or cash.

Options For Project Expenditures

• POs --> Bills or Bills (without POs)
• Subcontracts --> SCOs --> Subcontract Invoices
• Miscellaneous Expenses (for everything else)

Important Things To Know

• Misc. Expenses appear under both Committed Cost and Cost To Date sections in Project Analytics.
• Misc. Expense Status options occur in the following sequence: (1) Draft (2) Pending Submission (3) Pending (4) Not Approved (5) Approved
• For Cost Plus Prime Contracts, Misc. Expenses that are marked 'Billable' can be imported into a Prime Contract Invoice.
• Only Misc. Expenses that are Approved can be exported to an accounting system using a CoreconLink utility.
• Payment Types is required when entering Misc. Expenses. This field also has an impact on how transactions are sent to an accounting system using a CoreconLink utility.
• When Misc. Expenses are exported to an accounting system, they can be locked automatically in order to prevent further changes or deletions. Please see Settings for more details.

Steps To Complete Before Processing Miscellaneous Expenses

• Make sure Your Company is listed in the Project Directory. An Employee must be referenced in the Expense Contact field.
• Payment Types is required when entering Misc. Expenses.
• Optional: Misc. Expenses can be categorized by User Defined Types in Settings.
• Make sure the Prime Contract that will be referenced on the Misc. Expense is Approved and has a Status Date.
• Like the Prime Contract, a Job Cost Code is required when entering Misc. Expenses.
• Optional: Tax Codes can be referenced on Misc. Expenses.

Options to Create Misc. Expenses

• Add Manually
• Importing From Microsoft Excel

Edit, Globally Change, or Approve Misc. Expenses

• Edit Miscellaneous Expenses Individually
• Globally Change Misc. Expenses (Includes Delete Option)
• Approving Misc. Expenses

Working with Locked Transactions

• Unlocking an Exported Transaction
• Modifying an Exported Transaction
• Deleting an Exported Transaction

See Also

• Tax Code Reference Logic On Employee Misc. Expenses
• Example Bill and Employee Misc. Expense Transactions