CONTENTS
- Create a new payroll item
- Basic information
- Accounting settings
- Linking the payroll item to the payroll model
- Travel expense reimbursements deviating from the values confirmed by the tax authority
- Frequently asked questions
New expense types can be added to travel invoices, which can be found in the travel invoice "Add other expense" menu. Accounting entries and necessary income type allocations can be defined for the expense type. An expense type means the same thing as a payroll item.
Here is a link to the instructions for creating a new payroll item for payroll processing: Create a new payroll item
Create a new payroll item
A new payroll item is created from Company-specific payroll items. All payroll items from the payroll models in use can be found on the same page.
Payroll > Payroll processing > Payroll model management > Company-specific payroll items > Add new payroll item
Basic information
- Payroll item number: not needed, only required for integration
- Language translations are optional
- Group: Tax-free expense reimbursements
- Payroll list group: Not considered or tax-free reimbursements
- Source: Travel invoice - expense line
- Income type: according to the income register instructions if necessary
Accounting settings
- Accounting entries: Add accounting entries, the image shows only examples
- Accounting entry override: Accounting entry override allows the expense line accounting entry to be done only during the travel invoice creation phase. Below is an image example of accounting entry override when the expense line is added to the travel invoice.
- Unit name: not necessary
- Default VAT percentage: If necessary, a default VAT percentage can be defined
- Save
- Unit name: not necessary
- Default VAT percentage: If necessary, a default VAT percentage can be defined
- Save
Linking the payroll item to the payroll model
Once the payroll item is created in company-specific payroll items, it must be linked to the payroll models where it is intended to be used. The payroll item must be linked separately to each payroll model according to the instructions below if the payroll item is used in multiple different payroll models.
The payroll item is linked to the payroll model from the payroll model formulas.
Payroll > Payroll processing > Payroll model management > Monthly salaried employees (basic model) > Formulas
Since the travel invoice expense type is a tax-free expense reimbursement and no withholding tax or other deductions are made from it, it is linked to the payroll item in the "Paid" formula.
The Paid formula is first shown in its entirety after the equals sign. Below this, the same formula is listed, and new payroll items can be added to it.
At the bottom of the page, there is a green plus sign. Clicking the sign opens a new row to be processed below.
Click the green plus twice to get two rows to be processed.
Change the last row to "Payroll item" and replace Gross salary with "Computer equipment".
Select "Save" and after this, the payroll item is available in travel and expense entries in the "Add other expense" section.
Here is a link to the instructions for Creating a new travel and expense invoice.
Travel expense reimbursements deviating from the values confirmed by the tax authority
If a company pays travel expense reimbursements that deviate from the values confirmed by the tax authority, there is no need to create new payroll items or formulas in the program for these. In the view Travel > Travel and expense invoices > Travel reimbursement settings you can provide values that deviate from the defaults, which are used as unit prices for travel invoices. When a user sets their own price for an expense reimbursement, this setting overrides the tax authority's value.
Frequently asked questions
What is the difference between an expense type and a payroll item?
Expense type and payroll item mean the same thing and are created from the same place. Expense types are only discussed in the context of creating travel and expense invoices because "expenses" are added to the travel invoice.
How can I make a new expense type visible on the travel invoice?
Select "Travel invoice - expense line" as the source for the payroll item, then the expense type can be selected for the travel invoice from the "Add other expense" menu.
Can new expense types be automatically assigned a unit price/value?
Unfortunately, no, the unit price/value must always be manually entered for the new expense type on the travel invoice expense line. Automatic unit prices/values are only available for tax-free expense reimbursements that are predefined in Netvisor and defined by the tax authority. In the travel reimbursement settings, it is possible to define the prices or values for travel expense reimbursements used in the company if they differ from the tax authority's default values.
What expense types are needed for handling hotel stays and hotel breakfasts?
Separate payroll items can be created for hotel stays and hotel breakfasts. When the source of the payroll items is "travel invoice - expense lines," the payroll items will appear as expense types in the Travel section. A default VAT percentage of 0 can be set for the hotel breakfast payroll item.
Did you find it helpful? Yes No
Send feedback