Is there any way i can allow employees to add their own travel allowance for approval? prior to run the payrun?

Hi info1914,

You can use and set up work types to add allowances and allow employee's to add them on their timesheet. Here's how:

Add Pay category for allowance:

1. Select Employees, then select the Payroll Settings tab
2. Select Pay Categories, then select Add 
3. Enter the Pay Category Name, then select Add
4. Under Units select Fixed 
5. If the allowance needs to reported separately for STP select the appropriate option from the Payment Summary Classification dropdown.
6. Complete any other relevant fields, then select Save

Then, add and configure work types:

1. Select Employees, then select Payroll Settings.
2. Select Work Types under Pay Conditions.
3. Select Add, then name it 'Work under km travelled' (or related to your allowance).
4. Enable this work type for full time, part time and casual employees.
5. In the Work maps to section, select Pay Category and select the Permanent Ordinary Hours pay category instead of the allowance pay category because the rules will apply it as needed.
6. Select Save.

The employee should be able to select the information when creating their timesheets. Make sure you've added and provided access through Employee Portal Settings in Payroll settings and select Access.

Next is to configure your rules sets:

1. Select Employees, then select Payroll Settings.
2. Select Rule Sets under the Pay Conditions section.
3. If you want to add the rule in addition to an existing rule set/award, select the rule set/award you want to use and select Edit Rules.
4. Otherwise, select Add on the top right of the page and name the rule set, then select Save and select Edit Rules.

You can refer to this link for more information about automating allowances Automate employee allowances using Rule Sets and Set up employee allowances.

Let me know if you have other questions. I'd be happy to answer them for you. Take care.

Thanks Sheilla,

I tried this and is now visible in the timesheet of my employees, however they appear as a pay category and needs to be filled by hours worked, instead of been by km used. How do i fix this?

How can i make them fill up this with km travelled? as i cant  see a way they fill up by start and finish time of the car allowance? (as they drive different km every week or month)

Sorry if the answer is too obvious, i just cant get my head around this.

Is there any way this could be set up to appear as an expense? so they can place the number of km and gets automatically calculated by the cost per km that needs to be paid to them?

Thanks for your help

Veronica

Hi info1914,

Thanks for getting back to us. Are you using the Swap app (formerly WorkZone)? At the moment we're unable to enter kilometers on the app. The employee's can only enter the amount for the expense they need to claim/reimbursed.

If you want your employees to apply for expense reimbursement, you can set it up through Employee Portal Settings. Here's how:

1. Click on the Employees tab.
2. Click on Payroll Settings.
3. Select Employee Portal Settings.
4. Under Settings tab, tick box for Employees can apply for expense reimbursement.
5. Click on Save.

Under Access tab, you can also add and grant access to your employee's via Swag or WorkZone app.

1. On Employees tab select Payroll Settings. 
2. Select Employee Portal Settings. 
3. Select the Access tab.
4. By default, a list of all your active employees will be displayed.  Using the tick boxes next to the employee’s name, you can individually grant the employee access to the employee portal. 
5. To bulk grant access, click on the checkbox to the left of Name at the top of the table.
6. Select Grant Access.

For reference you can check these links:

• Set up and provide access to the Employee Portal
• Getting started with WorkZone for QuickBooks Payroll powered by Employment Hero

Drop by again if you have concerns about your QuickBooks Online. I'll be right here to answer them for you.