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Expense Management

We are pleased to announce the release of our expense management product , which will eliminate unnecessary workloads with one seamless tool.

Expense Type

Expense Types allow you to create a list of acceptable expenses that will be attached to your expense policy. To create an Expense Type:

1. Navigate to Client Management > Expense Management > Expense Setup > Expense Types
2. Select Add New from the black menu bar
3. Enter the Title
4. Select a Category from the pre-populated drop-down list. Note: This list comes directly from IRS Publication 463 for Accountable Plans and cannot be changed.
5. Expense Types may either be entered as an Amount (dollars), or a Unit. If Unit is selected, a title must be entered for the unit of measurement (e.g. Miles, Days, Weeks.




6. Select any Earning codes or Memo Calculations to be associated with the Expense Type.
7. Under the Expense Entry column, select Expense Fields from Custom Fields if any are associated with the specific Expense Type.
8. In the GL Rules section, clients are able to designate GL mapping by Expense Type if this differs from GL mapping in Payroll.
9. Click on the Save icon.

Business Purpose

Business Purpose is required by the IRS for an Expense plan to be considered an “Accountable Plan.” Multiple Expense Types may be associated with a single Business Purpose.

1. Navigate to Client Management > Expense Management > Expense Setup > Business Purpose.
2. Select Add New from the black menu bar.
3. Enter a Title for the Business Purpose.
4. Business Purpose Types may be added under a Business Purpose. An example may be a specific event or events. If Type Required is set to “ON” under the Business Purpose, you will be required to enter at least one Business Purpose Type before you will be able to proceed. Enabling this feature requires the employee to make a selection from the list of Business Purpose Types when entering an Expense. To add a Business Purpose Type, start by selecting Add Type at the bottom of the page for each type that will be associated with a Business Purpose. An example may be a specific event. Then enter Begin and End Dates if needed (dates are not required) and select Done.




5. Select Next in the black menu bar.
6. Select the Expense Types that may be associated with the Business Purpose (at least one Expense Type is required) and select Save.

Expense Calculations

Expense Types that allow units to be entered instead of dollar amounts can be associated with Expense Calculation rules. To set up these calculations follow the steps outlined below.

1. Navigate to Client Management > Expense Management > Expense Setup > Expense Calculations.
2. Select Add New from the black menu bar.
3. Select a Title from the drop-down menu. This pulls from the Unit title entered on an Expense Type. If there are no Expense Types using Units instead of Amount, there will be no drop-down options. Enter Begin or End Date if needed. Expense Calculations can be date-driven, as in the example of the Annual IRS Mileage Rates. The system will calculate the correct Unit based on the “Date” the expense was incurred.
4. Enter Rate, which will be the Unit multiplier, then select Save.

Expense Delegates

isolved allows you to designate specific employees to submit expense requests on behalf of other employees. To set up an Expense Delegate you will do the following:

1. Navigate to Client Management > Expense Management > Expense Setup > Expense Delegates.
2. Select Add New from the black menu bar.
3. Select the Employee Delegate from the drop-down list of employees.




4. For/On Behalf Of: Select employees from the Available Options column that the Employee Delegate will be authorized to submit expenses for, then select Save. An employee may be a Delegate to multiple sets of employees at the same time. Delegates can be easily changed through editing and changing the Employee Delegate.

Expense Policies

Expense Policies allow you to set up approval and notification processes within isolved. Prior to setting up Expense Policies, email templates should be created for notifications under Client Management > Workflow Setup > Email Templates. The Email Type will be “Expense.”

Create email templates for all the notification types that the customer will be using. Follow these steps to set up Expense Policies:

1. Navigate to Client Management > Expense Management > Expense Setup > Expense Policies.
2. Select Add New from the black menu bar.
3. Enter the Policy Name.
4. Submission Period is the number of days permitted to enter an expense after it has been incurred. This will not prevent an employee from submitting a request, but it will display a warning message to the Employee and Approver.
5. If desired, enter a custom Warning Message for submissions that are outside of the Submission Period then select Next.
6. Policy Information: The client will have the option to Attach Files, provide a URL and enter an employee-facing message related to the Expense Policy.




7. Default Approval Process: Select Add Step, select Default Approver(s), and select Done. Then select Next in the black menu bar. Additional Steps may be added if additional levels of approval are required. For example, the first step may be Assigned Manager, which would then go on to a Client User (Admin) for final approval. You may also set a requirement for All to Approve by step.




8. Select Eligibility Rules to filter which employees have access to the Expense Policy rule if applicable, then select Next from the black menu bar




9. Add Email Alerts: Select the Add Email link.
• Send this email: Select your created Email Template from the drop-down list.
• To this user type: Select a type from the drop-down menu.
• When this action takes place: Select the point of the expense workflow that will cause the notification to trigger.
10. Select "Done."
11. Select the “Add Email” link to add other email notifications.
12. Once all email notifications have been added, select Save from the black menu bar.

Please refer to the university documents for a full overview of Expense Management from the approver and employee points of view.

Expense Management Approvers Guide https://learning.myisolved.com/library/documents/4339
Expense Management Employee Guide https://learning.myisolved.com/library/documents/4345

Wage Notices

There are many states that require pay notices when you hire an employee and/or change their rates. We will be rolling several of these out over our next few releases but for now we are ready to release the New York LS54 (hourly rate). There are other states that require these and we will release them to the system as we compete the development.

Client Notices

Navigate to Client Management > HR Management > Client Notices. Add a new client notice by selecting Add New.

Identification

• Select the appropriate notice type.
• Template Name: Key in the name you want to use for this notice. This name will display in the email.
• Template Description: Key in the description you want to use for this notice.

Document Terms

• Document Category: Select where this document should be housed when the employee has signed or acknowledged the notice, whichever is appropriate for the notice type.
• Subcategory: If desired, select the subcategory for this document to be housed once the employee has signed or acknowledged it.
• Allow Manager Access: Flag if you’d like to give those that are set up as Managers access to this.
• Allow Supervisor Access: Flag if you’d like to give those that are set up as Supervisors access to this.

Email Alerts

• Employee Notification Email: This allows you to create the email that will be sent when the notice is assigned to an employee. Select the appropriate email template that has been set up in Client Management > Workflow Setup > Email Templates.
• When creating the email template, select “Employee Notices” for the Email Type.
• Use the placeholders for things like “Notice Type” and “Template Name.”



• Employee Follow-up Email: Select the appropriate email template for the follow-up email that has been set up in Client Management > Workflow Setup > Email Templates.
• Send Follow-up Email Every: XX Days
• The system will send this follow-up email every XX number of days as defined in the number of days box above, until the employee signs or acknowledges the notice.
• Once the employee has signed/acknowledged, they are not able to complete the notice again and it will display “Notice complete.”

Notice Text

You are allowed to add HTML text to add in links to the website, images, etc., concerning this notice. This displays for the employee on the Employee Messages page.

Template Data Tab

The information in this section will depend on the type of notice selected. Anything not asked for in the system already will be obtained here.

• Notice Given: Select when to assign the notice from the following options.
• At time of hire
• Change in pay structure
• Allowances Taken: This allows you to add in allowances taken. Choose to add from:
• None
• Tips XX per hour
• Meals XX per meal
• Lodging
• Other
• Overtime Pay Rate: This is calculated using 1.5 times the employee’s hourly rate of pay but can be overridden by entering a value here.
• Preparer: Select from the list of your client users
• Save when finished.

Go Back to List

This displays a list of all the notices that have been set up and will include links to the messages for you to be able to double-check what message is attached. Use the link in the Template Name column to preview the template information.

Employee Assignment

This allows you to assign the notice to the employee. Navigate to Employee Management > Employee Assignment and select Add New.

• Select "Notice."
• Notice Title: Select the appropriate notice to be assigned.
• Effective Date: Add the date you want this message to show on the Employee Messages page.
• Expiration Date: Select if appropriate.
• Data Effective Date: This date is used to determine which salary record you want used in the form to populate the correct salary. Example: An employee is hired on 12/27 but you key in 12/26 for the data effective date. No salary will pull on this form since the employee does not have a salary in the system as of 12/26. If you put 12/28, the system will use the salary as of the 12/27 record.





• Display Order: If you have more than one notice being assigned, you can put them in order by adding a display order to each.




Employee Perspective




On the Employee Messages page, the top includes the employee assignments where they can view the text that was added and select to Complete Notice.







When they select Complete Notice, the form populates the information.

If they attempt to submit without signing or if they spell their name incorrectly, they will receive a message that they must complete it correctly. Once submitted correctly, the notice updates to “Notice Complete.” They can view the notice here or in Documents in the folder selected for this form.

The address that populates for the client in the Physical Address and Mailing Address sections is set up in Client Management > Client Maintenance > Legal Company > Addresses tab. If a physical or mailing address is not defined here, the legal address will be used in both places.




Certification Analytic




A new analytic screen has been added to help display employees who have certification records assigned under the employee record. The Certifications screen found by navigating to Employee Admin Tools > Employee Analytics > Certifications permits users to group, filter, search, and export with the purpose of identifying certifications that are attached to employee records and when they are expiring.

If the employee has multiple records for different certifications, they will appear on this list in multiple rows.

The “status” column will populate using the following guidelines:

• If the expiration date is in the past the status will display as “Expired”
• If the expiration date is less than or equal to 60 days, the status will display as “Expiring Soon”
• Example: Current date is 1/1/2021. Any expiration date that is between 11/2/2020-12/31/2020 would display with expiring soon>
• If expiration date is greater than or equal to 61 days oof the current date or no expiration date exists, the status will display “Null”

Note: By default, expired status will be filtered out.




Certifications