Field descriptions: Employee information—Expenses

Employee ID

A unique ID for the employee.

Many companies use "first initial, family name" as in "tsmith".

Primary contact name

If the employee is also an Intacct user, which is required for Expenses, select the same contact that you selected on the user's record.

Otherwise, create a new contact record for the employee by selecting the Primary contact name dropdown and choosing Add.

Start date and End date

The date that the employee started work, and their termination date if applicable.

Start dates and end dates affect employee budgets. Therefore, be careful of entering the wrong starting and ending dates.

Title

The employee's current position in the company, such as software engineer.

ID number

Government identification number of the employee.

Employee type

Select whether the employee works full time, part time, or is a contractor.

Status

The following options are:

• Active: You can enter AP supplier invoices and issue payments only for active customers.

• Inactive: Inactive customers cannot have AP supplier invoices entered or issued payments.

Placeholder resource

Only used for the Projects application, especially with resource planning. For more information, go to Resource scheduling overview.

Placeholder resources are unreal resources that represent a role or a future hire. For example, you might create placeholder resources for "Project manager," "Engineer," and "Tester" and use them to plan staffing needs for upcoming projects.

You can add placeholder resources to a project and assign them to tasks for planning purposes. However, you cannot enter timesheet entries or expenses for a placeholder resource.

Birth date

The month, day, and year on which the employee was born.

Position, skill, or certification

Only used for the Projects application, especially with resource planning. For more information, go to Resource scheduling overview.

You can assign any number of positions or skills to an employee. Completing an employee's position and skill information allows you to track your employee qualifications and to find project resources. Learn more about Define employee positions and skills.

Termination type

If the employee has left the company, select the employee's termination status. The following options are voluntary, involuntary, deceased, disability, or retired.

Manager

Select the employee's supervisor.

You can establish a hierarchy that reflects the organizational chart of your company. If when establishing this structure, the employee's supervisor is unavailable, select New to add the supervisor as an employee.

The Manager field is typically optional. However, if you want approvals in a purchasing workflow to route to the employee's manager, you must select a manager.

Gender

Select the employee's gender.

Department

Select a department that the employee works in.

The department populates automatically on timesheets using Sage Intelligent Time (SIT).

Location

Select a location where the employee works.

This box is required only:

• For multi-entity companies. When you assign the employee to a location, Intacct knows which base currency to use for that employee's expenses.

The location populates automatically on timesheets using SIT.

Class

Select a class associated with the employee.

Customer

Select a customer to which the employee's time is allocated. This reflects the supplier associated with the time entry.

The customer populates automatically on timesheets using SIT.

For more information, go to About customers.

Supplier

Select a supplier to which the employee's time is allocated. This reflects the customer associated with the time entry.

The supplier populates automatically on timesheets using SIT.

Item

If your configuration includes a Track time by option that uses an item, you can set the default item for each employee.

The item populates automatically on timesheets using SIT.

Time allocation

Select an allocation for the employee.

This value automatically distributes the hours worked on the employee timesheet using SIT.

For more information, go to Enable allocation to distribute expense entry configuration.

Expense distribution

Select an expense distribution for the employee.

This value automatically distributes employee expenses using SIT.

For more information, go to Enable allocation to distribute expense entry configuration.

Default currency

This field appears if your company uses multiple transaction currencies.

Your base currency is the default, but you can select a foreign currency as a default for an employee.

For example, your company is based in the United States with a base currency of USD. However, you have a sales office in Montreal, Canada with several employees. Use CAD (Canadian dollars) for their expense reports and payments. If an employee transfers from Montreal to Paris and wants to be paid in Euros, you can override the default currency from CAD to EUR.

This default does not set a default for the transaction currency of the expense line items.

Earning type

To post this employee's labor costs to one or more General Ledger accounts, select an earning type.

Leave this box blank if you are not posting this employee's labor costs to a GL account.

To change an employee's earning type, post the employee's last timesheets to the GL.

For more information, go to Add, edit, or delete earning types.

Post actual labor costs with variance

Available only for the Salary earning type.

Select this checkbox to post the employee's actual labor cost to the GL variance account that you specified when configuring the Projects application.

For example, an employee submits a timesheet for 45 hours in a single week. The cost of the extra 5 hours is posted to the variance account.

1099 eligible

Select the checkbox if the employee will work as a contractor in the United States.

Employee position

Select an employee position.

1099 name

Typically, this name matches the Primary contact name.

100 characters maximum.

Attachment folder

Select an attachment folder to associate with the employee.

The employee can submit paperless expense reports and view the contents of their own attachment folder. They cannot view the contents of other employees' folders.

You can print a list of employees and create all the attachment folders at one time. These folders can be created from this tab or the Attachment folders page. For more information, go to Add, edit, or delete attachment folders.

The employee can attach any type of file to the folder, including scanned images, spreadsheets, or text documents. Attached files are uploaded to Intacct for permanent, secure storage.

Save

Saves an employee record.

Cancel

Cancels creating or editing an employee record.

More actions

Displays the following options:

• Save and new: Select to save employee record and create a new one.

• Edit this page: Select to update the employee information page.

• Object definition: Select to create the employee as an object definition.

• Table size: Displays how many rows appear on each page of the Select items to cycle count dialog. This is where you select the items to include in the count.

Category

Define the categories that you need to identify your employee's contact information. A category can be a title, such as Purchasing, or a location, such as Office. This information is not used elsewhere in Intacct.

Contact

You can either find an existing contact or add a new one. A contact must exist before you can assign it to an employee.

Plus icon (Add)

Select to add an entry row.

Trash icon ()

Select to remove an entry row.

Hourly rate

The hourly rate at which the employee is paid. New or updated hourly rates automatically replace any earlier rates.

Only Business users and Administrators can enter the cost rate.

Annual salary

For salaried employees, the hourly rate is calculated by dividing the employee's annual salary by the number of hours worked in a year (2080).

Only Business users and Administrators can enter the cost rate.

Start date

The date that the employee started working for your company.

Add

Select to add a cost rate entry row.

Trash icon ()

Select to remove a cost rate entry row.

Preferred payment method

Select the default payment method for the employee.

The following options are:

• Cheque

• Record transfer

• Cash

• ACH or bank file

You can always override the employee's default payment method when you select AP supplier invoices to be paid. However, specifying preferred payment methods for employees allows you to filter reimbursed expenses. This only shows those employees to be paid by cheque, ACH, or another payment method.

Merge payment requests

Displays all payment requests made by an employee as one payment request.

Send automatic payment notification

Sends automatic payment notifications to an employee. To send automatic notifications, you must verify that the employee has a valid email address associated with their contact information.

Enable ACH payments

Enables Automated Clearing House payments for the employee.

When you select this option, the ACH configuration details section appears.

None

Service and payment details are not enabled.

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.

Payment country

Select Australia.

Creditor account number

Enter the account number for the supplier 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 current 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 supplier 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.

Payment country

Select France.

Creditor IBAN

Enter the account number for the supplier 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 current 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.

Payment country

Select Ireland.

Creditor IBAN

Enter the account number for the supplier 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 current 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.

Payment country

Select South Africa.

Homing account number

Enter the account number for the supplier 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 supplier or employee bank account to which payments are made.

Homing branch

Enter the six-digit bank branch number of the supplier or employee bank.

Type of account

Enter the account type for the supplier 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

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.

Creditor code

Enter the creditor code for the supplier's Standard Bank account. This option appears when you select Standard Bank NAMPAY SSVS Pre Format as the file format for your current account.

Payment country

Select United Kingdom.

Payment currency

Select the currency for supplier 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 supplier 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 current 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 supplier 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.

You can make this a required field for UK suppliers and employees by selecting BarclaysNet Payment Ref file format for your UK current account.