Travel and expense parameters (form)

  • Article

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Travel and expense > Setup > Travel and expense parameters.

Use this form to set up default information, rates, and calculations for Travel and expense.

Task that uses this form

Set up travel and expense parameters

The following tables provide descriptions for the controls in this form.

Link

Description

General

Set parameters for mileage rates, personal expenses, travel requisitions, distributions, expense policies, and project drillback. You can also configure display options.

Financial

Set parameters for ledgers, ledger journals, and taxes. You can also select default parameters for encumbrances, and for travel requisitions and expense reports that are over budget.

Corporate card

Set the default account for credit card disputes. You can also add links to your organization's process for handling credit card disputes and links to related information.

Per diem

Set parameters for per diem expenses.

Fax cover pages

If receipts that are related to expense reports are sent by fax, enter the instructions and default information that are included on the cover pages of the faxes.

Buttons

Button

Description

Translations

Select the language or languages that you want the instructions on the cover page of the fax to appear in.

Fields

Field

Description

Standard rate of mileage

Enter the standard mileage allowance for workers who use their own cars.

Personal expenses paid by

Select whether personal expenses on an expense report are paid by the worker or the employer.

Display entire expense report on drillback

Select this check box to display a whole expense report that contains project-related expense lines.

If this check box is cleared, only the expense lines that are related to the project document are displayed.

Pre-authorization of travel is mandatory

Select this check box to require that a travel request be submitted and approved before a worker can submit an expense report.

Allow editing of distributions before posting

Select this check box to allow the distributions on an expense report to be changed before the expense report is posted.

Evaluate travel and expense policies

Select when the system evaluates expenses to determine whether an expense policy has been violated. The system can check for violations when one of following events occurs:

  • An expense entry is entered and saved.

  • The expense report is submitted.

Intermediate page when creating expense report

Select when a list of the unreconciled expenses that are assigned to a worker is displayed when the worker creates a new expense report:

  • Always show – The page is displayed even if the worker has no unreconciled expenses.

  • Only show when unreconciled transactions exist – The page is displayed only when unreconciled transactions are assigned to the worker.

  • Never show – The page is never displayed.

Allow intercompany expense lines

Select this check box to enable line entry for multiple legal entities on an expense report.

Note

This option is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.

Ledger daily journal name

Select the ledger journal that approved expense reports are posted to.

Enable tax recovery from expenses

Select this check box to recover taxes for eligible expenses.

Post cash advances immediately

Select this check box to immediately post an expense report to the general ledger. If this check box cleared, a journal is created but not posted.

Tax included

Select this check box to indicate that sales tax is included in the worker's expense amount by default.

Release encumbrances on closing travel requisitions

Select this check box to release encumbered funds when an approved travel requisition is closed.

Allow travel requisition submit on budget over run for general ledger budget and project budget

Select this check box to allow workers to submit travel requisitions that exceed either the allowed budget that is set in the general ledger or the allowed budget for a project.

Allow expense report submit on budget over run for general ledger budget and project budget

Select this check box to allow workers to submit expense reports that exceed either the allowed budget that is set in the general ledger or the allowed budget for a project.

Allow expense report approval on budget over run for general ledger budget only

Select this check box to allow managers to approve expense reports that exceed only the allowed budget that is set in the general ledger.

Dispute default account

Select the default account for disputes about credit card transactions.

Link to dispute process

Enter the link to information about your organization's process for handling disputes about credit card transactions.

Link to dispute-related FAQs

Enter the link to frequently asked questions (FAQs) or related information about disputes about credit card transactions.

Minimum hours for per diem

Enter the minimum number of hours that a worker must work in a day to be eligible to receive a per diem.

Meal percent

Enter the default percentage of the per diem for meals that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount.

Hotel percent

Enter the default percentage of the per diem for hotel expenses that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount.

Other percent

Enter the default percentage of the per diem for miscellaneous expenses that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount.

Reduction in percentage for breakfast

Enter the amount that the per diem is reduced for breakfast.

For example, if a worker receives a complimentary breakfast, you may want to reduce the amount of the per diem by 10 percent.

Reduction in percentage for lunch

Enter the amount that the per diem is reduced for lunch.

For example, if a worker receives a complimentary lunch, you may want to reduce the amount of the per diem by 15 percent.

Reduction in percentage for dinner

Enter the amount that the per diem is reduced for dinner.

For example, if a worker receives a complimentary dinner, you may want to reduce the amount of the per diem by 20 percent.

Per diem rounding

Select the type of rounding that is used for per diems.

If you select normal rounding, any expense that has an amount of 0.5 is rounded up to 1.00, and any expense that has an amount that is less than 0.5 is rounded down to 0.0.

Base per diem calculation on

Select whether a per diem is based on a calendar day or a 24-hour period.

Instructions

Enter the instructions that workers must follow when they create a cover page for a fax that is used to send receipts that are related to an expense report. Click Translations to select the language that is used for the instructions.

Expense report overview

Select this check box to include an overview of the expense report on the cover page of the fax.

User ID

Select this check box to store a worker's unique Microsoft Dynamics AX identifier in the bar code that is used on the cover page of the fax.

Bar code

Select the bar code that is used on the cover page of the fax.

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).