What is the employee expense budgeting feature?
The employee expense budgeting feature allows internal users such as mobility teams to set budgets for employees. Employees using the Mobile Employee Experience (MEE) can use it to monitor and track their expense usage against selected accounts.
What are the key benefits?
Mobility teams can chose to set budgets manually at an assignment level or setup for use with Employee Elections at a policy level
Mobility teams can control when employees can see their budgets in the MEE and when they can be used
Mobility teams can link accounts to expense budget and control when entries made against these accounts will factor into the spent amount for that budget
Employees can monitor and track all their past, current and upcoming budgets in a single place in the MEE
What are the configuration steps to use the feature?
Activate the Mobile Employee Experience
Update security rights for internal users and employee users
Update Employee Election Sets OR manually create the budget at the Assignment Level
What functions are available after configuration?
Employees using the MEE can view budgets on the Budget and Expense Report cards
Internal users can configure quick workflows to notify internal users when Budgets are created without dates
Configure quick workflows to trigger when an expense causes the spent amount to exceed the budget amount.
Things to be aware of when using the feature
There is currently no feature to prevent employees from submitting expenses when they exceed their budget. A quick workflow can be configured to notify when an expense causes the spent amount to exceed their budget amount.
Contact Equus to request for Budget Service to be enabled prior to configuring the Quick Workflow to trigger when spent amount exceeds budget amount.
Budgets with shared accounts and overlapping dates - expenses against the account will impact the spent amount of all budgets.
Changing Accounts on Budget Templates Details screen used to create any Budgets at the Assignment Level will impact the calculated Spent Amount of those Budgets
Take care in specifying target dates on the Budget Templates Details screen to avoid circular situations.
If target dates change, Budget dates will not be automatically adjusted on the Budget Details screen