Any expenses incurred by you should also be recorded. Your organisation’s policies will determine what expenses can be claimed and what they should be claimed against. All expense claims must be sent for approval before being processed and paid.
By clicking the “Expenses” tab, you can enter expenses against Clients and Projects that you have been assigned to by your Administrator. You may also select a custom tax type for each expense – these can be defined by your organisation’s PM3time administrator, and there are a couple of pre-defined options to choose from.
Selecting Expenses
Next to your name is the “My Expenses” dropdown list. This will show either “Draft” for the latest expense claim or a series of dates/times for previously submitted expenses.
Choose the expense claim that you wish to view and the expense data shown on the page will be updated to the submission you have chosen.
Choose “Draft” or press the “New Expense Sheet” to enter a new expense claim. 
Adding Expenses
To add an expense item to the current claim you need to use the dropdown lists to:
- Select Date: pick the date of the expense.
- Select Client: pick a client you have worked on. This will then update the project list with the relevant projects.
- Select Project: pick a project you have worked on at the client. This will then update the “Expenses Type” list with the relevant expense types.
- Select Expense Type: pick an expense type.
- Click on the “Add Expense Item” button. The new expense item will be added to the top of your claim.
If you cannot find the appropriate client/project/expense type then you should contact your Administrator via the “Contact” tab to have it set up.
Deleting Expenses
As long as the expense claim is still in “Draft” status, you can delete an item by clicking on the cross on the left hand side of the item. A warning will be displayed asking you to confirm the deletion.
Entering Values
Once you have added the expense item, the next step is to enter a Description and the Total value (which should include all taxes).
Use TAB or SHIFT-TAB to move right or left between the columns.
The “Mileage Claim?” column is only used if a mileage expense type is selected. In that case, enter a
“Total Miles” value. PM3time will then calculate the Total based upon your organisation’s pre-defined Mileage Rate. The “Tax Type” dropdown can be used to assign a default tax rate to an expense line, which can be useful if you frequently record expenses with varying tax rates, i.e., expenses across multiple states in the USA.
Saving the Expenses
PM3time automatically saves all the time. It will save values when you perform an action that communicates with the server, e.g. Add Expense Item.
The “Refresh” button can be used to reset any green values to their original values. It will also update the “Approval Status” for an expense claim that is awaiting approval.
Approval of Expenses
Depending on your organisation’s policy, your Administrator may have pre-defined an expenses approver, or you may need to enter one manually by, by typing their email address in the “Approver Email” field.
The current “Approval Status” is shown below the “Send For Approval” button. Initially, this will be “Draft”. Once you have completed your expenses, you should press the “Send For Approval” button. The status will change to “Awaiting Approval” and the email address of the Approver and date/time sent will be shown.
An email will be sent to you Approver showing the expenses you have claimed.
If the Approver accepts the expenses then the status will change to “Approved”.
If the Approver rejects the expenses then the status will change to “Declined” and you will receive an email requesting a resubmission.
Note: If you find that your Approver is on holiday, it is possible to send the expenses to a second Approver – if one has been defined or if you are allowed to manually enter the Approver email.