Hello community,
Do you know if there is a standard functionnality that allows to link an expense sheet to a training event?
thank you for your help!
Best answer by Magnus Johansson
Hi Lucie,
In IFS standard functionality you can link an Expense to a Project Activity or a Work Task. What customers would commonly do to solve this requirement is to setup Project Activity/Activities for Training and have the Employee report Training Expenses towards those Project Activities, which in turn are linked to a relevant cost center.
It would however not be possible for the Training Coordinator to only Approve the Training Expenses without a configuration/modification. It would be possible with a manual routine where the Training Coordinator only handle the Training Expenses and the Manager handles the other expenses. The Training Coordinator would however still see all the Expenses, not only the ones for training, and I assume that would not be desired?
I would however want to ask why the Training Coordinator should be the one approving the Training Expenses? Would the Manager not be the one approving which Training the Employee should attend? In that case I also think the Manager should approve the Training Cost. Especially if the Training requires traveling and other costs in order to obtain the Training.
Regards,
Magnus
Hi Lucie,
In IFS standard functionality you can link an Expense to a Project Activity or a Work Task. What customers would commonly do to solve this requirement is to setup Project Activity/Activities for Training and have the Employee report Training Expenses towards those Project Activities, which in turn are linked to a relevant cost center.
It would however not be possible for the Training Coordinator to only Approve the Training Expenses without a configuration/modification. It would be possible with a manual routine where the Training Coordinator only handle the Training Expenses and the Manager handles the other expenses. The Training Coordinator would however still see all the Expenses, not only the ones for training, and I assume that would not be desired?
I would however want to ask why the Training Coordinator should be the one approving the Training Expenses? Would the Manager not be the one approving which Training the Employee should attend? In that case I also think the Manager should approve the Training Cost. Especially if the Training requires traveling and other costs in order to obtain the Training.
Regards,
Magnus
Hi Magnus,
Thank you very much for your answer.
The manager is indeed approving the participation of the employee to the training event.
For the training expenses, the manager and the training coordonator shall approve the expenses. Unfortunately, from my understanding, there is only one approval possible for travel expenses.
Regards,
Lucie
That is correct. There is only one approval, not multiple people doing multiple approvals, before the Expense moves on to Authorization. I would advise to have the Manager do the approval. If the Manager has the need for any verification, then the Manager can contact the Training Coordinator with any questions before the approval.
The Manager should be in control, because as mentioned: you cannot give the Training Coordinator access only to the Training Expenses (without CRIMs), since they are not defined as Training or other “categories”. Thereby the Training Coordinator could also get access to other (sensitive) Expenses, not related to Training.
Regards,
Magnus
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