Expense Summary

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Page Overview

The expense report is a tool that allows agencies to track and report expenses incurred during the Fiscal Year for their public services projects⁠1⁠

Link to process Guide

Page Objectives

⁠

Allows agencies to enter two types of expenses:Personnel expenses (staff hours and costs)Operational expenses⁠1⁠​

Automatically updates the remaining budget as expenses are entered⁠2⁠

Enables uploading of supporting documentation for expenses⁠1

Feature index

Agency and report Data

Personnel expense summary

Taxes / Benefits

Standardised Product Features

Agency and report data

Expected function:

Summary data of the program and reporting period which the report relates to

Example:

Variables pulled from existing reports:

Variable Name	Source report
[Agency Name]	[Contract info Doc]
[Program]	[Contract info Doc]
[Program Year]	[Contract info Doc]
[Report#]	[Contract info Doc]
[Invoice Amount]	[Expense Summary]

Variables to be input:

Variable Name	Mandatory	Data Type	Validation	Error Message
[Invoice Period Start]	Y	MM/DD/YYYY	Date ≥ [FY start date]?	Date outside of financial year
[Invoice Period End]	Y	MM/DD/YYYY	Date ≤ [FY end date]?	Date outside of financial year

Calculations

• None

For buttons log follow on actions

Personnel Expense Summary

Expected function:

Summarise staff hours and costs related to the program

Number of rows in table increased using ‘number of lines needed input’

Example:

Variables pulled from existing reports:

Variable Name	Source report
[Staff name]	[Staff List]
[Staff Position]	[Staff List]
[Remaining Budget]	[Budget]

Variables to be input:

Variable Name	Mandatory	Data Type	Validation	Error Message

Calculations

Calculated Field	Calculation
[Total Hours worked]	Sum([hours worked])

Operating Expense Summary

Document Upload

Submission and review data

Customised Product Features

Variations on the standard features

Agency and report data

None

Personnel Expense Summary

Operating Expense Summary

Document Upload

Submission and review data

Additional one-off features

Asset level breakdown

Comments on Inclusion in Rewrite:

Known Limitations and missing functionality

Technical Limitations

User experience issues

Additional Resources