Reimburse an Employee for Job-Related Expenses

Sage ERP Accpac Project and Job Costing 6.0

Reimburse an Employee for Job-Related Expenses

Overview

To reimburse an employee's out-of-pocket expenses, such as airfare or hotel charges, you enter them on the Expenses tab when you process the employee's timecard.

After updating payroll, when you process the timecard in Canadian or US Payroll, the payroll program adds the reimbursement to the employee's paycheck and creates the required general ledger entries.

Depending on your choice for the Use Expense Accounts option (on the Settings tab of the PJC Options form), the payroll program updates either:

The payroll expense and employee expense accounts specified on the timecard.

The accounts prescribed for the earning in the employee's payroll record.

For more information, see Processing Job-Related Payroll.

To reimbursement an employee for job-related expenses:

Open Project and Job Costing > PJC Transactions > Timecards.

Click here for help on the fields that appear on the Timecards form.

Start a new timecard or select an existing timecard to which you can add reimbursements.
To start a new timecard:
1. Click the New button beside the Timecard Number field.
2. Enter header information for the transaction.
  - Accept the New status.
  - Enter or select the code for the employee whose wages, salary, or expense reimbursement you are recording.
  If you signed onto Sage Accpac as a timecard user, you will receive an error message if you enter an employee number that you are not authorized to use. The system will not let you proceed until you enter the correct employee number.
  - Select the date and the fiscal year and period to which you want to post the transaction. The program displays the session date as the default.
  - Enter the start and end dates for the week you are recording on the timecard. The program displays the session date as the default start date.
  - Enter a description and a reference for the material transfer using up to 60 characters for each.
3. Enter time details for the employee, if necessary.
Use the Finder or the navigation buttons beside the Timecard Number field to select an existing timecard.

Click the Expenses tab, and then click the Detail/Taxes button to display the Timecard - Expenses form.
Enter the expense details.
Click Add (or Save) to add the expense detail.
Click the New button beside the Line Number field, then repeat steps 4 and 5 to add additional expense details.
When you have finished adding expense details, click Close to return to the timecard.
If the timecard is complete for the week, indicate that it ready for approval in the Status field.
Click Add (or Save) to save the transaction.
Click Post to post the transaction.

After posting a timecard in Project and Job Costing

Print the timecards transaction listing.
Run Update Payroll using the icon in the Periodic Processing folder.