The Expense Fee Schedule is an important feature of Web Suite. It is used to define specific expense rates that are then assigned to projects. Expense Fee Schedule enables you to create unique expense charge amounts, such as higher or lower mileage rates. You can assign multiple rates to one or many expenses, and add a larger or smaller markup to the standard cost rate on a schedule. In short, Web Suite gives you the freedom to adjust your rates for particular projects without creating more expense codes with special rates or manipulating transactions. Schedules can be unique to one project, or be applied to multiple projects. Use the <TAB> or <ENTER> key to navigate from field to field on the grid.
Expense Fee Schedules can be created and then linked to projects in Project screen. An expense fee schedule is assigned to a project. Expense entries are made in the Expense Log against that project. When that expense entry is made, Web Suite reads the project file looking for EFS.
If an expense fee schedule exists, then it is searched for a scheduled rate for that combination of employee and expense. If a scheduled rate does exist, then it is applied to the expense entry as it is entered. If no matching combination is found, then the rate assigned to the expense in the Expense screen is used.
Expense Fee Schedules also provide you with a provision of assigning varied titles to the employees according to the fee schedule requirements. This can be done through the Classification field on the Expense Fee Schedule tab. Classification field in the EFS actually stores the employee title that has been assigned to the employees in the Employee screen. After you create EFS, you can change the title assigned to an employee depending on the responsibilities according to the EFS requirements.
Web Suite first checks the Classification according to the Expense Fee Schedule and if none is found, will look for classification according to Project Control settings and apply it. If no classification is found, the default employee title set in Employee screen will be used.
The cost amount for an employee-expense combination can be defined as:
The default cost rate pulled from the expense profile (no markup)
A marked up cost rate
A manually entered cost rate and markup
Possible combinations in the Expense Fee Schedule:
Employee and Expense
Employee Group and Expense
Employee and Expense Group
Employee Group and Expense Group
Important:
If there are no expense codes in the current database, EFS cannot be created.
If you update an existing Expense Fee Schedule, the expense entries that were previously recorded using the Expense Fee Schedule will not be updated. This gives you the freedom to change your rates from a particular date and apply the change to only those expense entries recorded after the change in Expense Fee Schedule was made.
If you link an Expense Fee Schedule to a Project after expenses have already been logged to the Project, the old expense entries will not be affected. The rates of the expense entries entered before creating the Expense Fee Schedule will stay the same. The Expense Fee Schedule will take effect for all future expense entries.