Track and report expenses
With EMDESK, you can track and report other expenses that have occurred by participants, like organisations and people, on work items, e.g. projects, work packages and tasks. You can find the expense tracking in the "Expenses" section. All records are organised in the table view with the options to filter, search, and export expenses records.
To manage and report personnel expenses and effort, please read here.
Note: To manage expenses, you must have Manage access rights to Expenses. In addition, you must have access to the activities and participants to which the expenses are linked. For example, to manage expenses that occurred on WP2 & WP3 for the organization A. you need Manage access to the Expenses and access to the organization A and activities WP2 & WP3 (see "Roles, access levels, and access rights"). Users with the Admin or Manager access level can manage expenses linked to all activities and participants.
Tip: Read here how to import expenses.
Follow the instructions below on how to report expenses.
- Click Expenses in Home menu, this will open the "Expenses" section.
- Then click + Report Expense at the bottom. This will open the new expense sidebar, where you can report the expense:
- Enter the cost amount (see here for foreign currency).
- Set the date or period of time during which the costs were incurred.
- By default, the date is set.
- Click "Select period instead of date" to also set an end date.
- Click "Select reporting period instead" to set a reporting period (which needs to be created beforehand).
Note: When setting a custom period or reporting period, the expense/effort will be evenly distributed throughout the period.
- Select the project or activity for which the costs were spent
- Select the participant (organisation or person) where the costs were incurred
- Select a cost category (type "Fix"). If you would like to report personnel costs, read here.
Note:
- Cost categories can be customized and configured in the Customization settings. There are two types of cost categories: fixed amounts (Fix) and rate-based amounts (Rate) costs. Rate-based costs, such as personnel costs, depend on the quantity and rate, whereas the fixed amounts represent costs for goods or services.
- Indirect Cost Rate: Once project or activity, cost category and participant are selected, the indirect cost rate is auto-selected. To edit the indirect cost rate, you must have at least Edit access right to the participant and adjust the cost rate in its Financial Profile (see "Roles, access levels, and access rights").
- Enter a short description regarding the costs
- Click Save Expense to create the expense.
Optionally, you can:
- Not eligible: Switch on the toggle, when this expense is not eligible for funding.
- No overheads: Switch on the toggle, when the indirect cost rate shall not be applied to this expense.
- Tags: Classify and label the costs with tags
Note: Activity, participant, and cost category must be defined for each expense, otherwise the expense is considered as unassigned. Unassigned entries are listed in a separated table in the end of the "Expenses" tab and are not accounted in the expenses., e.g. projects, work packages and tasks.