Enhanced interface

Create an employee record—Expenses

A best practice is to create a record for each of your employees so that you can complete the following:

Reporting data
Processing payroll and benefits

Add a basic employee

The most basic employee record needs an ID and contact name. An employee might also need to be connected to a location, depending on the configuration of your company. All other fields are optional but can be used for other functions in Intacct. Learn more about adding a detailed employee.

From the enhanced list for this area, you can add information to Intacct using the Import service. Select Import to begin.

Subscription	Time and Expenses
Regional availability	All regions
User type	Business
Permissions	Expenses Employees: List, View, Add

Go to Expenses > All > and select Add (circle) next to Employees.
Enter an Employee ID.
Select a Primary contact.
Select a Location.
Optionally, complete the fields on each tab.
Select Save.

Add a detailed employee

Create a more detailed employee record to store employment details, track cost rates, and set up reimbursement information for an employee.

Subscription	Time and Expenses
Regional availability	All regions
User type	Business
Permissions	Expenses Employees: List, View, Add

Go to Expenses > All and select Add (circle) next to Employees.
Enter an Employee ID.
Select a Primary contact.
Select a Location.
Optionally, complete the fields.

For project-based or service-based organizations, associate an employee with an Earning type to calculate the actual cost of this employee's labor. Then, the cost is posted to the General Ledger account or accounts that you configured when you set up the Projects application. Learn more about setting up labor cost posting.
Select the Contacts tab.
Enter a Category.
Select a Contact.

Track cost rates

Select the Cost rates tab.
Enter an Hourly rate or Annual salary.
Select or enter a Start date.
Select Add.

Set up reimbursement information

Specify and set up the employee's preferred payment method for reimbursements. You can also set up automatic payment notifications for the employee.

ACH or bank file reimbursements

If you reimburse employees through ACH or bank files, set up the required information to deposit payments into this employee's bank account on the Reimbursement information tab.

Select the Reimbursement information tab.
For the Preferred payment method, select ACH or bank file.
For Select an option to enable service, select Enable ACH payments.

Enter information about the employee's bank account in the ACH configuration details. Contact your employee for this information.

ACH files

ACH files field descriptions
Field	Description
ACH bank routing number	Routing number of the employee's account.
Account number	Enter the employee's account number.
Account type	Select the account type for the employee. The following options are: Checking account Savings account
Account classification	Specify whether the employee's account is a personal or business account. If the employee is an individual contractor using a personal account, select Personal (PPD). If the employee uses a business account, select the classification code that the bank uses for ACH payments made to business accounts (CTX or CCD). If the employee does not know the classification code, they should contact their bank.

Australia bank files

Bank files field descriptions
Field	Description
Payment country	Select Australia.
Creditor account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor account name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BSB number	Enter the six-digit bank branch number of the vendor or employee bank.
Reference,	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the Reference field.

France bank files

Bank files field descriptions
Field	Description
Payment country	Select France.
Creditor IBAN	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
Creditor address details	Enter the address details as required.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

Ireland bank files

Bank files field descriptions
Field	Description
Payment country	Select Ireland.
Creditor IBAN	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor checking account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
Creditor address details	Enter the address details as required.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

South Africa bank files

Bank files field descriptions
Field	Description
Payment country	Select South Africa.
Homing account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Homing account name	Enter the account holder's name for the vendor or employee bank account to which payments are made.
Homing branch	Enter the six-digit bank branch number of the vendor or employee bank.
Type of account	Enter the account type for the vendor or employee's bank account to which payments are made. Value must be 1, 2, 3, or 4.
Beneficiary account code	Enter the beneficiary account code, alphanumeric up to 13 characters.
Proof of payment flag	Enter True, T (Yes) or False, F (No) to specify whether you want the proof of payment printed when the bank file payment batch is authorized.
User reference	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 20 alphanumeric characters in the User reference field.
Creditor code	Enter the creditor code for the vendor's Standard Bank account. This option appears when you select Standard Bank NAMPAY SSVS Pre Format as the file format for your checking account.

United Kingdom bank files

Bank files field descriptions
Field	Description
Payment country	Select United Kingdom.
Payment currency	Select the currency for vendor payments and employee reimbursements. EUR: This option uses the SEPA bank file format to make payments in EUR currency. GBP: This option uses a UK bank file format to make payments in GBP currency.
Creditor account number	Enter the account number for the vendor or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Beneficiary name	Enter the name you want to associate with the beneficiary checking account. Consult with your bank to determine the character limit for the account name. Use only alphanumeric characters.
Beneficiary sort code	Enter the six-digit bank branch number of the vendor or employee bank.
Creditor address details	Enter the address details as required.
BACS reference	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the BACS reference field. You can make this a required field for UK vendors and employees by selecting BarclaysNet Payment Ref file format for your UK checking account.

Select Save.

Set up automatic payment notifications

You can automatically notify employees when they've been reimbursed for expenses. For more information, go to Set up payment notification email.

As part of the setup process for automatic payment notifications, you must do the following:

Select which employees to notify of expense reimbursements.
Verify that each employee has an email address in their contact information.

On the Reimbursement information tab, select Send automatic payment notification.
Select the Contacts tab.
Select the Contacts dropdown and choose View.
Verify the employee's name and email address.

The payment notification email will automatically use the name and email address on the employee's Primary contact record.
Select Save.