Watch the Video:
Things to Know
- Automated reimbursements can be scoped to apply by:
- Date(s)
- Union
- Employees creating a timecard will have reimbursements automatically applied. Employees cannot modify them
- Admins can view reimbursements that have been automatically applied, but can modify them
Employee View for Automated Reimbursements
When employees create their own timecard, they will see the details of the auto-applied reimbursements:
If needed, employees can click the + button to add manual reimbursements.
When a timecard is created for the employee, they can view the timecard details to see the automated reimbursements that are applied:
Viewing Automated Reimbursements on Timecards as a Project Admin
When creating or viewing a timecard for an employee on a project, automated reimbursements will appear in the reimbursements section.
They will only appear for days you flip to active on the timecard:
The icon to the left of the reimbursement row signifies it was auto-applied:
Each day you add will increase the “Quantity” column in the reimbursements section accordingly.
To make edits to an automated reimbursement, click on the detail you need to edit:
If needed, you can click the Upload button to add attachments, and the trash can icon to remove a reimbursement:
As usual, you can also add additional non-automated reimbursements if needed.
Setting Up Automated Reimbursements as a Company Admin
If you are assigned as a Company Admin within Onboarding & Timekeeping, you can set up automated reimbursements that cascade to new projects within your company.
If an automated reimbursement should apply to an existing project, it must be configured/updated at the project level.
Project admins within your company will still be able to edit or delete inherited rules or add new ones.
Adding an Automated Reimbursement
To create an automated reimbursement at the company level, click on Companies in the top navigation and then find and click on the company in the list:
With the company open, click on the Settings tab and then click + Add Rule in the “Automated Reimbursement Rules” section:
Fill in the details of the rule. For our example, we will create a rule for an automated Cell Phone Nontaxable allowance for $5 per day:
For the “Date Scope,” you can select to assign the rule for:
- The Entire Project
- A Single Date
- A Date Range
Click on whichever option fits your needs. If you select a “Single Date” or “Date Range” you will select the needed date(s).
For the “Union” section, you can assign the rule to:
- All unions on the project
- Non-Union Only
- Union Only
- Specific Unions
If you select “Specific Unions” you will select either “Including” or “Excluding” and then select the unions via the dropdown:
Once all information is entered, click Add Rule to add the automated reimbursement.
Editing or Deleting an Automated Reimbursement
To edit an automated reimbursement, click the pencil icon; to delete one, click the trash can icon:
As mentioned above, automated reimbursements will cascade down new projects within your company. They will appear for that project on the “Automated Reimbursement Rules” page:
Setting Up Automated Reimbursements as a Project Admin
As a Project Admin, you can:
- Add automated reimbursement rules
- Edit inherited automated reimbursement rules
- Delete both inherited automated reimbursement rules as well as ones you create
- View reimbursements that have been added automatically and modify them
Adding an Automated Reimbursement
With your project open, click Settings and then click Auto reimbursement rules:
You will see the list of automated reimbursement rules for your project, including inherited ones that were set up at the company level.
To add an automated reimbursement, click + Add Rule:
Fill in the details of the rule. For our example, we will create a rule for an automated Kit Rental Nontaxable allowance for $10 per day:
For the “Date Scope” you can select to assign the rule for:
- The Entire Project
- A Single Date
- A Date Range
Click on whichever option fits your needs. If you select a “Single Date” or “Date Range,” you will select the needed date(s).
For the “Union” section, you can assign the rule to:
- All unions on the project
- Non-Union Only
- Union Only
- Specific Unions
If you select “Specific Unions,” you will select either “Including” or “Excluding” and then select the unions via the dropdown:
Once all information is entered, click Add Rule to add the automated reimbursement.
Editing or Deleting an Automated Reimbursement