Track other expenses

With EMDESK, you can track and report other expenses that have occurred by participants on work items. 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.

Note: To report, edit, and remove expenses, you must have Manage access rights to the "Resources" section. In addition, you must have at least Read access rights to the activities and participants to which the expenses are linked to. For example, to see and report expenses occurred on WP2 and WP3 for the organisation "A", you need Manage access to the "Resource" section and at least Read access to the organisation "A" and activities WP2 and 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: You can import your expenses records into your EMDESK workspace.

To report personnel expenses, please read track personnel expenses and efforts.

Follow the instructions below on how to report expenses.

Note: The "Resources" menu was recently removed. The sections previously under it, like "Budget" and "Expense," are now accessible directly from the main menu to make navigation easier.

1

Click Expenses in Home menu, this will open the "Expenses" section.

2

Then click + Report Expense at the bottom.

3

This will open the new expense sidebar, where you can report the expense:

Cost (€): Enter the cost amount (see here for foreign currency)
Date: Set the date or a period of time (cost are distributed evenly along the period) when the costs were spent

Tip: If you have already created reporting periods, you can choose one of the reporting periods. Click Set period instead date, then Select reporting period instead, and choose the relevant reporting period:

Activity: Select the project or activity for which the costs were spent
Participant: Select the participant where the costs were incurred
Cost Category: Select a cost category of the type "Fix"

Note: Cost categories can be customised and configured in the Customisation settings. There are 2 types of cost categories: fix amounts ( Fix) and rate-based amounts ( Rate) costs. Rate-based are e.g. personnel costs and depend on the quantity and rate, whereas the fixed amounts costs are fix costs for goods and services.

Note: If you would like to report personnel costs, then read "Track time and personnel costs".
Indirect Cost Rate: Once both – cost category and participant are selected, the indirect cost rate is auto-selected.

Note: To edit the indirect cost rate, you must have at least Edit access right to the participant you are reporting about and adjust the cost rate in its Financial Profile (see "Roles, access levels, and access rights").

Description (optional): Enter a short description regarding the costs
Not eligible: Switch on the toggle, when the costs are not eligible for funding
No overheads: Switch on the toggle, when the indirect cost rate shall not be applied
Tags (optional): Classify and label the costs with tags

4

Once you have completed filing out all the information, click Save Expense.

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.

Note: Read here how to delete expenses records.