Subsistence categories are created through the category admin screen and new rates are also applied in the same area.
Give a name to the category
Select Trip allowance as the type. This will then show the Edit rates button to add subsistence rates.
This will allow the setup of new circulars, bands, rates, distances and meals.
Start by clicking on Add a publication.
- Enter a description for the rates
- The location type will either be Domestic or Abroad, as each require different rate requirements
- The organisation is the country requiring those rates, in this case IE for Ireland
- When do these rates take effect? This will be the start date and they will run until the next publication is added with the new start date.
- Click Save to store the details.
Domestic and Abroad rate bands
This screen allows for rate bands or flat rate groups to be setup.
There are different groups for day and overnight rates.
To add a new rate in either group click Add a band.
The rate type can either be time activated or a flat rate.
For Time activated bands enter the number of hours or days needed for the band to be activated. This can be done as many times as needed to create the required bands.
The Named option allows for a description entry and when selected on the claim line a flat rate will be applied.
Once the bands have been setup, the rates can be added to each one.
Use the pencil icon to add the rates relating to the band. Bands and rates are linked to publications, so any changes can be implemented to bands and rates when new ones are released without affecting the current set. This is for daily and nightly bands.
Domestic distance validation
Finally any validation for distance required to receive subsistence or deductions for meals are added using the minimum distance and meal rates tabs.
Use the pencil icon to edit the distance required for day or overnight rates.
Use the tick and cross to save or cancel them.
Domestic and Abroad Meal Rates
For the meal rates, toggle the rate combinations on and off and enter the value for that combination. This value will be deducted from a claim line when selected against a subsistence claim line.
Use the Save button to store the meal combination.
Use the Add a region button to select the rate type of banded or Actual Cost.
Enter a description which will be the city or any other details from the publication.
Select the country to which the rates apply from the dropdown.
Use the Save button to store it.
For each of the regions entered, use the pencil icon to open up and enter a rate for the time band.
The top part of the screen shows daily rates and the lower part, overnight rates.
On the rate bands it is possible to link rate ranges together and have a percentage reducing rate if applicable for longer subsistence claims.
Once the rate has been entered in the currency of the country of subsistence use the Save button to store it.
On completion, exit this set of screens, back to the main category screen, populate the VAT rates, coding and nominal codes. Use the save button to save the category.