Use Rate and Rate Override Fields
You use the Use Rate and Rate Override fields to establish rules for the rates that you use for each expense category that you define on the policy. For some expenses, like mileage, you might have a fixed rate for which you will not accept an override. For other expenses, you might have a rate set up but allow exceptions. The values that you enter in the Use Rate and Rate Override fields are dependent on one another.
This table explains how to complete these fields to obtain the desired result:
Use Rate Value |
Rate Override Value |
Result |
|---|---|---|
Blank (or zero) |
Blank (or zero) |
The Use Rate, Rate, and Rate Override fields do not apply to the expenses entered on the report. For example, meals and airfare expenses do not require rate information. |
Blank (or zero) |
1 |
The default rate is not used, but you can enter your own rate. For example, a hotel charges a daily rate, but the rate fluctuates from day to day. |
1 |
Blank (or zero) |
The default rate is used and cannot be overridden. For example, a reimbursement rate such as mileage might already be established in an employee's policy. |
1 |
1 |
The default rate is used, but it can be overridden. Enter 1 in these fields when a standard rate is common, but exceptions are allowed. For example, a car rental company uses a standard daily rate, but an employee might receive a discounted rate for a specified period of time. |