Compt: How to Configure Business Expense Settings – Admins

Admins can configure Business Expense settings in Compt to control how Employees submit and classify business expenses. These settings include cost centers, expense categories, client tracking, mileage and per diem rates, receipt requirements, and Business Expense Policy content.

Admins should configure these settings before inviting Employees to submit Business Expenses so new submissions use the correct defaults, categories, policies, and reimbursement rules from the start. When mileage or per diem rates are updated, the change only affects expenses submitted after the update. Expenses submitted before the change continue using the rate that was active when they were submitted.

OVERVIEW

Compt is a platform employers use to manage stipends, reimbursements, and Business Expense programs for Employees. A stipend is employer-provided funding that Employees can use for eligible purchases, while Business Expenses are company-approved expenses submitted for reimbursement.

Business Expense settings control how eligible Business Expense submissions are categorized, calculated, tracked, reviewed, and reported in Compt.

Admins can manage Business Expense settings from Expense Admin by opening Expense Settings. The main areas available are:

• Cost Centers
• Categories
• Client List
• Business Expense Types
• Business Expense Policy

WHEN TO USE

Use this article when you need to:

• Set up Business Expense settings for the first time
• Add or update cost centers
• Assign cost centers to Employees
• Configure Business Expense categories
• Add a client list for expense tracking
• Update mileage or per diem rates
• Set default mileage or per diem expense categories
• Turn receipt requirements on or off
• Add or update Business Expense Policy content
• Review Business Expense settings before Employees begin submitting expenses

BEFORE YOU START

Before configuring Business Expense settings, confirm that:

• You have Admin access to Expense Admin
• Cost center names and GL codes have been reviewed by your internal finance or accounting team
• Each cost center code matches the correct GL, or General Ledger, code
• Expense categories have been reviewed by the appropriate internal team
• Mileage and per diem rates have been reviewed by the appropriate internal team
• Receipt requirements are clear based on your company policy
• Business Expense Policy content has been approved internally
• Settings are configured before inviting Employees to submit Business Expenses
• Updated mileage and per diem rates only apply to expenses submitted after the change
• Previously submitted expenses keep the rate that was active at the time of submission

HOW TO

To open Business Expense settings:

1. Log into Compt.
2. Click Expense Admin in the left-hand sidebar.
3. Click Business Expenses.
4. Click Expense Settings.
5. Review the available settings areas.

To add a cost center:

1. Go to Expense Settings.
2. Find the Cost Centers section.
3. Click Add new cost center.
4. Enter the Cost center name.
5. Enter the Cost center code.
6. Use the GL, or General Ledger, code as the Cost center code.
7. Click Save.
8. Repeat these steps for each cost center you need to add.

To assign a cost center to an Employee from the Team List:

1. Click Team List.
2. Find the Employee who needs a cost center assigned.
3. Locate the Cost Center column.
4. Click into the Employee’s Cost Center field.
5. Input the correct cost center.
6. Save your change if prompted.
7. Confirm the selected cost center matches one of the cost centers created in Expense Settings.

To assign a cost center from an Employee profile:

1. Click Team List.
2. Click the Employee’s profile.
3. Find the Employee’s cost center field.
4. Input the correct cost center.
5. Save your change.
6. Confirm the selected cost center matches one of the cost centers created in Expense Settings.

To configure Business Expense categories:

1. Go to Expense Settings.
2. Find the Categories section.
3. Review the available expense categories.
4. Add or update categories based on your company’s Business Expense reporting needs.
5. Save your changes.

To configure the client list:

1. Go to Expense Settings.
2. Find the Client List section.
3. Add the clients your company needs to track for Business Expenses.
4. Save your changes.

To manage Business Expense types:

1. Go to Expense Settings.
2. Find the Manage Business Expense Types section.
3. Click Edit.
4. Update the mileage rate if needed.
5. Update the per diem rate if needed.
6. Set the default per diem expense category if needed.
7. Set the default mileage expense category if needed.
8. Turn receipt requirements on or off based on your company policy.
9. Save your changes.
10. Confirm the updated settings appear in Expense Settings.

To update Business Expense Policy content:

1. Go to Expense Settings.
2. Find the Business Expense Policy section.
3. Add or update the policy text in the policy field.
4. Add a link to your intranet or internal policy page if your company uses one.
5. Save your changes.
6. Confirm the policy content appears correctly.

WHAT HAPPENS NEXT

After Business Expense settings are saved, Employees can submit Business Expenses using the configured categories, cost centers, client options, rates, receipt requirements, and policy information.

Cost centers help Admins track and report Business Expense spend by GL allocation. Each Employee who submits Business Expenses must have a cost center assigned in the Team List. The cost center selected on the Team List must match exactly one of the cost centers created in Expense Settings.

Categories determine how submitted Business Expenses are classified and reported.

The client list is optional. If your workflow requires tracking expenses by client, Employees or reviewers can associate expenses with a specific client when needed.

Mileage and per diem rate updates apply only to new Business Expense submissions going forward. Expenses submitted before the update are not recalculated.

Reimbursement is processed through payroll. For exact timing, Employees should check the FAQ tab in Compt for company-specific details.

TROUBLESHOOTING

If a cost center is not available on the Team List:

• Confirm the cost center was created in Expense Settings
• Confirm the cost center was saved
• Confirm the cost center name matches the option you are trying to select
• Confirm you are editing the correct Employee record

If an Employee cannot submit a Business Expense with the correct cost center:

• Confirm the Employee has a cost center assigned on the Team List
• Confirm the assigned cost center matches exactly one of the cost centers created in Expense Settings
• Confirm the Employee is eligible to submit Business Expenses

If the updated mileage or per diem rate is not showing on an older expense:

• Confirm whether the expense was submitted before the rate change
• Older expenses are not updated retroactively
• Only expenses submitted after the rate change use the new rate

If Employees are already submitting Business Expenses:

• You can still update Business Expense settings
• New mileage and per diem rates only apply to future submissions
• Previously submitted expenses keep the original rate
• Review any category, cost center, or policy updates with your internal team before making changes

If you cannot find Expense Settings:

• Confirm you are logged in with the correct Admin permissions
• Confirm you are accessing Expense Admin from the left-hand sidebar
• Contact your internal Compt Admin if you need updated access

FAQS

Q: Where do Admins configure Business Expense settings?

A: Admins can configure Business Expense settings by going to Expense Admin, clicking Business Expenses, and opening Expense Settings.

Q: What can Admins configure in Expense Settings?

A: Admins can configure cost centers, categories, client lists, Business Expense types, mileage rates, per diem rates, receipt requirements, and Business Expense Policy content.

Q: What are cost centers used for?

A: Cost centers help track and report Business Expense spend by GL allocation.

Q: What should the cost center code be?

A: The cost center code should be the GL, or General Ledger, code used by your company.

Q: Do Employees need cost centers assigned?

A: Yes. Each Employee who will submit Business Expenses needs a cost center assigned on the Team List.

Q: Does the cost center on the Team List need to match Expense Settings?

A: Yes. The cost center selected on the Team List must match exactly one of the cost centers created under Expense Settings.

Q: What are Business Expense categories used for?

A: Categories determine how submitted Business Expenses are classified and reported.

Q: Is the client list required?

A: No. The client list is optional and should be used if your company needs to track Business Expenses by client.

Q: Should Admins set mileage and per diem rates before inviting Employees?

A: Yes. Compt recommends configuring these rates before inviting Employees to submit Business Expenses.

Q: Will updating a mileage rate change previously submitted expenses?

A: No. Previously submitted expenses continue using the rate that was active at the time they were submitted.

Q: Will updating a per diem rate change previously submitted expenses?

A: No. Previously submitted expenses continue using the per diem rate that was active at the time they were submitted.

Q: When does an updated mileage or per diem rate take effect?

A: The updated rate applies to new Business Expense submissions after the change is saved.

Q: Can Admins turn receipt requirements on or off?

A: Yes. Admins can turn receipt requirements on or off in Manage Business Expense Types based on company policy.

Q: Where should Admins add Business Expense Policy information?

A: Admins can add policy text in the Business Expense Policy section of Expense Settings. They can also include a link to an intranet or internal policy page if needed.

Q: When are Employees reimbursed?

A: Reimbursement is processed through payroll. For exact timing, Employees should check the FAQ tab in Compt for company-specific details.