Workflow: Staff Reimbursement and Client Charges

  • MypcorpMypcorp

Allowances in Time & Attendance allow organisations to manage staff reimbursements and client charges seamlessly during shift check-ins and check-outs. This guide explains the steps to create and administer allowances, focusing on setting up editable allowances for staff and handling client charges efficiently.

Creating an Allowance in Time & Attendance

Step 1: Navigate to Allowance Settings

  • Go to Time & Attendance > Settings > Allowances.

  • Select the option to Create Allowance.

Step 2: Configure Allowance Details

  • Name/Code/Exempted Type: Enter details as required by your organisation.

    • Name: A clear, descriptive name for the allowance (e.g., ‘Client Shift Expenses’).

    • Code: A unique identifier for the allowance.

    • Exempted Type: Choose the appropriate tax exemption type based on the allowance purpose.

  • Amount: Set the initial value to 0 to allow staff members to define the value ($) during check-in/check-out.

  • Enable Editable Amount: Check the box for ‘Amount is editable on check in/check out’.

    • This setting allows staff members to enter the specific value during shift check-out.

  • Save: Click Save to finalise the allowance creation.

Adding Allowances During Check-In/Check-Out

  • Navigate to the Check-In/Check-Out Page:

    • Staff members log in to Time & Attendance and access their shift check-in/check-out details.

  • Add Allowance:

    • Under the Allowances section, click the ‘and’ icon to add a new allowance.

  • Select Allowance Category:

    • Open the drop-down menu and select the relevant category (e.g., ‘Client Shift Expenses’).

  • Enter Details:

    • Provide a brief description of the claim (e.g., ‘Travel to client site’).

    • Input the claim amount (e.g., $17.50).

    • Upload supporting documentation (e.g., receipts) if required.

  • Save Allowance:

    • Click Save to complete the process.

Managing Allowances for Staff Reimbursement

  • Allowance details added during check-out will appear on the staff member's timesheet.

  • Managers can review and manage these allowances through the standard timesheet workflow:

    • Edit: Adjust allowance details if necessary.

    • Approve/Reject: Accept or decline the claim based on organisational policies.

    • Upload Supporting Documentation: Ensure claims are substantiated with proper documentation.

Charging Clients for Allowances

  • Add Client Charge:

    • Navigate to the relevant timesheet and select Edit Client NDIS Items.

    • Add the applicable charge to the client’s schedule by entering the unit amount (e.g., ‘17.5’).

  • Save and Sync:

    • Ensure the updated timesheet reflects the charge. On approval, the client invoice will include the defined allowance amount.

Best Practices

  • Clear Allowance Categories: Maintain a well-defined list of allowance categories for consistency.

  • Editable Amounts: Enable editable amounts for allowances requiring staff input during check-out.

  • Documentation: Require staff to upload supporting documentation for reimbursement claims.

  • Client Transparency: Communicate any client charges tied to allowances to maintain clarity and compliance.

By leveraging Time & Attendance’s allowance settings, organisations can streamline staff reimbursements and ensure accurate client invoicing, improving both internal processes and client satisfaction.