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Title: Unallowable expenses as non-billable

Brief description:

The page below describes how to handle setting up unallowable expenses as non-billable for any contract type. For example, if amounts are charged above the Lodging Per Diem allowable rate, the overage is typically not allowed to be billed. 

What’s covered in this document:

TM Billing Type projects

For TM Billing Type, if you set up the expense type to have a "-100" value in the Markup % field, it will display as non-billable in the reports and will be excluded from invoices. This is the case even if the Project Type of the project/task to which the expense is charged is a Billable project type. For TM contracts, the "-100%" markup is particularly useful for the expense types to capture unallowable overages for per diems. See the Expense Setup screen and Report display screen below.

Note: A separate option from using "-100%" markup is display the Project Type in the Expense report and ask that people mark overage Expense types to a non-billable Project Type (same Task/Project) or separate Task/Project with non-billable Project Type. This option may benefit from additional support via a Validation Stored Procedure which would enforce that overage Expense Types are always associated with a non-billable Project Type (otherwise, without the VSP, the Project Type method may be prone to error since they may forget, or may choose the wrong project type.) See below in CP table for more information.

The Expense Markup applies a percentage to the billable amount of an expense to show as additional revenue in the Unanet reports. By entering an Expense Markup of "-100%" all of the revenue is removed and only a cost will be shown for that line item.

The Expense Markup can be entered at the global level or for a specific project. The global level should be updated if the Expense Type is always considered non-billable on each project. An example of this may be an internal expense, like Office Supplies or personal cell phone reimbursement. If a particular expense is only non-billable for a specific project, like a contract that does not allow for billable travel, the Markup can be established at a project level. Only a Unanet Administrator can manage the global Expense Type. A Project Manager can manage the project Expense Type.

Note that even though the Project Type is Billable, since the Overage is set up as -100% Markup it will "bill" $0.

Note in the screenshot below that the Bill Amount and Billable Amount are $0 for the overage amount. 

CP Billing Type projects

The Markup solution above will not apply to CP Billing Type projects. 

Methods for handling unallowable expenses as non-billable on CP Billing Type projects are outlined below, along with pro's and considerations.

Exclude Expense Type of Unallowable/Overage from the Cost Structure
  • Charging is easy
  • Billing is easy
The unallowable/overage amount will always appear as Unmapped and will not show up as a cost other than as Unmapped
Write off the amount on the invoice
  • Charging is easy
You have to check each invoice and catch any that have the unallowable/overage
Charge Expense Type of Unallowable/Overage to a separate Task/Project with a non-billable Project Type
  • Charging is easy if a VSP is used to assist with charging
  • No need to expose the Project Type in the Expense report edit (unilke method below)
VSP should be set up to ensure that the overage Expense types are only ever allowed with those special Task/Projects (which have the non-billable Project Type)

Charge Expense Type of Unallowable/Overage to a non-billable Project Type (but same Task/Project)

  • Billing is easy
  • No need to add a separate task/project
  • Charging is easy if a VSP is used.

The Project Type drop down would need to be displayed on the timesheet.

There may be room for error in charging to the wrong Project Type accidentally - they might choose B&P instead of NB. Note: You could wrap the expense validation with a VSP to enforce that unallowable/overage expense types are switched to a NB project type, and that all other expense types only may use the "Default" option for project type.

For information on planning non-billable expenses on Cost Plus projects, please use this link:

FP Billing Type projects

The nature of Fixed Price projects is that typically expenses are not billed. If you are dealing with a FP project that does bill expenses, then you will be setting up a TM Billing Type Task to handle those expenses. See the TM section above.

Additional Information

Help Docs - Admin Setup Expense Types

Help Docs - Project Specific Expense Types and Markup

Help Docs - Billing Type

KC - Quick Topic - Should I set up billable G&A markups on TM contracts as Expense Markup or Expense Cost Structures?

KC - Supporting Docs - Expense Types

KC - Quick Topic - Planning non-billable expenses on a Cost Plus contract