• Company’s NY Hotel policy is you can’t spend over $499 per night.
• Only users in the Sales Department can submit a cell phone bill over $75.00
• Only the Sales Department is allowed to spend money on Gifts over $500

Here’s the policy setup for example #3 above

This user is in the Marketing Department, so they received the policy violation saying they exceeded the Gift Policy.

One of the other cool features we just released is automatically entering in the the user’s department and location for each expense entry. Just setup the user’s department or location  (in the Manager User Settings) and each new expense entered in will defaulted to these settings. You can get more details on setting up these custom lists here:

• Setting Up Departments
• Settings Up Locations

Let us know what you think. We would love to hear what policy examples you come up with!

The post Policies Get Departmentalized! appeared first on ExpenseCloud.

Got more ideas? Visit our feature request forum here.

The post Viewing Billable Or Non-Reimbursable Expenses In A Report appeared first on ExpenseCloud.

• 56.5 cents per mile for business miles driven
• 24 cents per mile driven for medical or moving purposes
• 14 cents per mile driven in service of charitable organizations

Taxpayers also have the option of calculating the actual costs of using their vehicle instead of using the standard mileage rates. By January 10, 2013 the IRS standard mileage rate will change in ExpenseCloud. Any mileage expenses from December 2012 will still remain at 0.555.

If you have yet to change the mileage rate in ExpenseCloud, you can do so by following these instructions:

Company Owner or Admin (Company )

1. Sign into ExpenseCloud.com

2. Go to Settings > Company Settings > Company Settings

3. Enter in the new mileage reimbursement rate

4. Click “Save”

Individual Users (Not Tied to a Company)

1. Sign into ExpenseCloud.com

2. Go to Settings > Personal Settings > Expenses

3. You will have the option to use the “U.S. IRS Rate” or “Use My Own Rate”

4. Click “Save”

The post 2013 Standard Mileage Rates appeared first on ExpenseCloud.

Once a time entry has been entered, it will immediately create a timesheet for that week. ExpenseCloud’s timesheets are weekly based and only one timesheet can be submitted from the user per week. The timesheet can be accessible to any user with the Administrator or Bookkeeper role once the time entry has been created.

ExpenseCloud offers three ways to record time: daily view, weekly view, and clocking in/out (timer). The daily view lets users record billable or non-billable hours manually by selecting the task, client, project, department, and location. The weekly view contains the same parameters, but lets users create time entries based on the week. The clocking in/out (timer) will record the time entry based on when the user has clocked in and out. Users will have the ability to exit the ExpenseCloud application once they clock in. Time will be recorded until the user logs back in ExpenseCloud to clock out from the timer.

Companies can track internal time entries as well. ExpenseCloud recommends to create an internal project and client code for each time entry. You can set a user’s default project, customer, department, location and rate by going to Settings > Company Settings > Manage Users.

Time policies are a premium feature, but will be accessible to all users during beta. Companies can set time policies to notify users how to properly submit a timesheet. The user will be warned if a time policy violation occurs during submission. Users will be allowed to submit timesheets containing policy violations; however, they will be asked to provide an explanation of the violations to the approvers. Time policies can be set by going to Settings > Company Settings > Time Policies.

ExpenseCloud is interested in hearing your feedback regarding our new feature Time. Please email us at support@expensecloud.com or comment on our feedback forum with any suggestions or questions regarding Time. You can view our help topics on Time by clicking here.

The post New Feature: Time (Beta) Module appeared first on ExpenseCloud.

ORLANDO, Fla.,  – Intacct Conference — Cloud-based automated expense management software company ExpenseCloud today announced the debut of a first-of-its-kind cloud application feature that allows ExpenseCloud users to file expense receipt images directly into Intacct’s accounting system. The latest version of ExpenseCloud also simplifies both credit card reconciliation and the process of billing expenses to specific departments, locations or classes, satisfying the number-one service requested by users.

ExpenseCloud, an Intacct partner since 2009, was the first third-party expense management firm to support the Intacct platform, providing companies with tools to track and analyze business expenses and avoid the errors, time outlay and redundancies of traditional paper-driven accounting processes.

“ExpenseCloud’s technology has reduced some of the pain points, making expense report processing much more current, accurate and complete,” said John Martin, controller of Jaspersoft Corporation, a San Francisco, Calif.-based maker of the world’s most widely used business intelligence (BI) software.

ExpenseCloud’s newly enhanced features include the ability to:

• Export receipt images into Intacct. Expenses and receipt images of expenses can be viewed alongside general ledger, payroll, accounts receivable and accounts payable.
• Track non-reimbursable expenses via the Bill feature in Intacct’s accounts payable module, or credit card expenses in Intacct’s cash management module. Non-reimbursable credit card expenses can now be separated from company-paid expenses, a critical addition for companies wanting to more easily reconcile corporate card spending.
• Track expenses by the Intacct class, department, location and other categories (including those fields previously supported), which the user can modify at point of entry.

“ExpenseCloud remains committed to listening to our customers and to executing and delivering solutions that meet their needs,” said Founder, Eric Sikola. “We certainly add a new layer of capabilities on top of the existing Intacct platform and, as a whole, this offering can revolutionize how businesses manage their finances.”

The enhanced features were on display at the 2012 Intacct Advantage Customer and Partner Conference, October 17-19, at the Omni Orlando Resort in Orlando, Fla. ExpenseCloud was a sponsor and exhibitor, and Mr. Sikola spoke on a panel session about the benefits of extending Intacct using a cloud-based expense management application on October 18 at 4:00 pm.

“Intacct saves finance teams time and eliminates manual errors, and our partnership with ExpenseCloud provides joint customers with the added capability of mobile expense reporting and further streamlined expense processing,” said Clark Newby, VP of Marketing at Intacct.

To learn more about ExpenseCloud Mobile, please visit www.expensecloud.com

About ExpenseCloud ExpenseCloud, a TriNet company, provides everything companies need to manage the entire expense reporting process online or from a mobile device. The cloud based solution allows users to create, submit, and approve expense reports online and then either reimburse employees or invoice clients via integration with leading SaaS accounting solutions. The system seamlessly connects with many popular online solutions specifically tailored for small to medium size businesses such as FreshBooks, NetSuite, Intacct, and IntuitQuickBooks. ExpenseCloud can also import expenses from thousands of credit cards and bank providers as well as receipt scanning and capture directly from iPhone, iPad, Android and Blackberry devices.

The ExpenseCloud solution is provided by TriNet, a trusted on-demand HR partner to small- and medium-sized businesses. TriNet’s solutions help contain costs, minimize employer-related risks and relieve administrative burden to keep a management’s focus on core business functions. For more information, please visit www.trinet.com

About Intacct Intacct is the cloud financial management company. Bringing cloud computing to finance and accounting, Intacct’s award-winning applications are the preferred financial applications for AICPA business solutions. Intacct applications, in use by more than 5,000 organizations from startups to public companies, are designed to improve company performance and make finance more productive. Hundreds of leading CPA firms and Value Added Resellers offer Intacct to their clients. The Intacct system includes accounting, contract management, revenue management, project and fund accounting, inventory management,purchasing, vendor management, financial consolidation and financial reporting applications, all delivered over the Internet via cloud computing.

Intacct is headquartered in San Jose, California. For more information, please visitwww.intacct.com or call 877-437-7765.

The post ExpenseCloud Expands Integration with Intacct appeared first on ExpenseCloud.

Enter the date and merchant name when adding a new expense, then choose the category as Mileage. ExpenseCloud will calculate the amount owed. The reimbursement rate can be changed in the user’s settings.

To use Google Maps to calculate mileage, place your mouse in the field for entering miles. Select the Use Maps option that will appear. Enter in the address for the From and To fields. ExpenseCloud offers the ability to track round trip if needed. You can drag the purple line to modify the route populated. Select the Save button to have the miles/kilometers entered as a new expense.

The post Today’s Tip: Adding Mileage appeared first on ExpenseCloud.

To set the Company Per Diem Policies, please go to  Company Settings>Expense Policies>Advanced Company Policies.

The post Today’s Tip: Company Per Diem Policies appeared first on ExpenseCloud.

Ex. Mary needs to approve an expense report from Bill. After Mary clicks “Approve” the report is automatically fired off to the Next Approver, Kyle.  Mary will no longer have to be prompted to the expense report page where she would click “Forward recports to: Next Approver.”

This feature only works for users who have a “Next Approver” setup.  You can edit the “Next Approver” in the Manage Users settings.  To benefit from one-click approval, please go to Settings>Company Settings and check the box “Enable One-Click Approval” We find this feature to be very helpful for companies who have multiple approvers in their approval workflow.

The post Today’s Tip: One-Click Approval appeared first on ExpenseCloud.

SVB Now Supported

The post Silicon Valley Bank Now Supported! appeared first on ExpenseCloud.

You probably already understand the basic tenants of IRS tax law—some of which are covered in IRS code section 6001. These basics mandate that if you are liable for a tax imposed by the code, you must keep records, store those records, and, “if by notice served upon by the IRS,” make those records available to the IRS so they can determine whether your records are adequate to verify whether or not you are liable for the tax in question.

When it comes to electronic records, most of the guidelines are covered in IRS Ruling Rev. PROC. 97-22 which confirms that you can prepare, record, transfer, index, store, preserve, retrieve, and reproduce books and records digitally. You can do this either by electronically imaging hard copy documents to an electronic storage media, or you can transfer computerized books and records to an electronic storage media that allows them to be viewed or reproduced without using the original program.

An important advantage allowed by the IRS digital submissions regulations is that if your original hard-copy records are ever lost, destroyed, or youdecide you want to delete them, it’s perfectly OK to do so. And you can even delete your original computerized records if you want. So as long as the digital records you provide to the IRS follow their storage requirements you’re in good shape.

Here are just a few of the capabilities and controls a digital storage system must have in order to be in compliance with IRS general requirements:

·       It must produce accurate and complete transfers of hardcopy or computerized receipts, books, and records

·       It must have the ability to store, preserve, retrieve, and reproduce the electronically stored information

·       The digital record MUST be legible

ExpenseCloud exceeds the IRS requirement to store, preserve, retrieve, and reproduce the electronically stored information because, in addition to doing all those things, it also backs up all of your receipts in real-time. And as far as legibility goes, with the rapid acceleration of camera phone resolution quality, most ExpenseCloud customers now use their smart phones as the primary way they record receipts. The one caveat to remember is that you need to make sure the legibility requirement will be met if you use an older camera phone model. If the resolution isn’t adequate, then use one of the other ExpenseCloud options for recording your receipts.

When it comes to the topic of IRS general digital requirements, the good news is that ExpenseCloud users are already auto-compliant with, not only with the guidelines shown above, but also with most of the additional 18 IRS requirements as well. While you arebound to ExpenseCloud’s terms of use, we specifically state you can have access to your receipts in our free plan and have no plans to change this policy. And if you are selected for an IRS audit, having digital receipts that are in compliance with the recordkeeping requirements of the IRS will eliminate the risk of being subjected to penalties and fines for failure to meet IRS revenue procedures.  In addition to the convenience and storage advantages that digital records offer, one other reason that the IRS is so accommodating about them is that it puts the department in compliance with the federal Paperwork Reduction Act. So by storing the supporting records for you federal tax returns electronically, you’ll not only go digital, you’ll go green as well.

The post Ensuring SMB Digital Submissions Comply with IRS Regulations appeared first on ExpenseCloud.