Table of Contents
Introduction
Expense requests in Indigo are linked to pay items. Before users can submit a particular type of expense, you must create and configure a pay item that is available for expense requests.
This article explains how to set up the pay item, define any claim limits, and configure requirements such as attachments or receipt numbers. After configuring the pay item, you can set up expense requests in the Approval System.
Pay Items for Expense Requests
To create a pay item that can be used for expense requests:
Go to Payroll & Leave > Pay Items and select the ➕ Insert button
In the Details section, select the Payment Type dropdown and choose Overtime or Adjustment
Fill in the other fields in both the Details and Options sections as explained ➡️ here.
⚠️ Important
Only people who are assigned the Pay Roll User role are able to see the Expense Request section of the Pay Item form.
The Expense Request section will be greyed out if you choose a Payment Type other than Overtime or Adjustment.
If you want to make the Pay Item a Post Tax Adjustment, don't tick any of the checkboxes in the Options section.
Scroll down to the Expense Request section and tick the Is available for expense requests checkbox.
Tick the Requires file upload option to make attachments mandatory for the request. Without the file upload, the request cannot be submitted.
Tick Requires receipt number to make the receipt number mandatory for the request. Without it, the request cannot be submitted.
Define up to three claim limits. Set a value to 0.00 to make that limit unlimited:
Maximum annually: a yearly cap amount.
Maximum per request: a cap amount per request.
Maximum per lifetime: a lifetime amount limit.
Click on the following:
✔️ Save in the toolbar to save your changes.
Save and configure employees in the Expense Request collapsible section to save your changes and open the Expense Settings screen in the Approval System.
🧠 Good-To-Know
Capped amounts follow a hierarchy:
Maximum annually must not be less than maximum per request.
Maximum per request must not exceed the annual or lifetime limits.
Maximum per lifetime supersedes the other two maximums even if those are set to 0.
Maximum per lifetime cannot be less than the maximum annually or maximum per request when those are set to values other than 0.
The Block claims beyond limit expense setting determines if the request can or cannot exceed the limit set for a pay item.
Enabled: an ❌ error message is displayed and the request cannot be submitted if any limit is exceeded.
Disabled: a ⚠️ warning message is displayed to both the requester and approver. The request can still be submitted and approved, allowing for exceptions at the approver’s discretion.
Related Articles