A shared expense is an expense in which the employee has been tagged as a participant. Shared expenses are shown as part of a trip but do not contribute to the trip’s total claim. For example, a meal where other people from the same company are tagged as participants in the expense.
Yokoy can display the meal expense as part of a trip for visibility to managers and finance users so they can check that the corresponding per diem reduction has been applied.
Yokoy displays shared expenses as part of a trip where the expense date falls within the trip’s start and end dates. The participant’s share of the expense is not contemplated as part of the trip total claim.
✏️ Note
The cost allocation of the expense does not determine whether it is displayed or not as part of a trip; only whether people from the same company were tagged as part of the expense. The expense itself may not necessarily have been split into separate cost objects/expense categories.
Enabling shared expenses view
Companies can choose whether to display shared expenses as part of a trip or not at company level. Admins activate this in Admin > Company settings > Trips.
Viewing shared expenses in a trip
Submitters, managers, and finance users see an additional option in the trip overview that allows them to display or hide shared expenses in the trip expense list.
Shared expenses are indicated with a people icon in the trip overview for the dates. The shared expense lists a description, the person who submitted the original expense, the date of the expense (which must fall within the trip dates), the status of that expense, and the participant’s share of the expense amount, rather than the total expense amount.
Approver view of a trip containing a shared expense
Only expenses in approval, in review, ready for export, and exported are considered shared expenses. Any draft expenses where the submitter has been selected as a participant are not considered until the expense has been submitted.
Submitters and managers can only view shared expenses within the trip. In other words, they can view the description, the person who submitted the expense, the expense status, and their portion of the expense. They can’t view the original receipt/expense or edit any details.
Finance users can click on the shared expense to open and view the corresponding expense.