Field Expenses

Field work naturally incurs expenses, from last-minute hardware runs at local suppliers to travel mileage to the job site. Time Assign simplifies expense reporting for field engineers while ensuring strict accountability and accurate cost allocation for managers.

Submitting Expense Receipts

When engineers need to purchase project materials or incur travel costs, they can submit expenses directly through the Time Assign platform.

1. Navigate to the Expenses tab on a specific project or your global dashboard.
2. Click Log Expense and select the appropriate project and line item.

   Always tie an expense to a specific line item to ensure accuracy in project profitability calculations.

3. Upload an Image of the Receipt. Our system supports quick uploads directly from mobile devices.
4. Provide a brief description of the expense (e.g., "Emergency fuses for Control Panel A").
5. Submit the expense for manager review.

Calculating Mileage

Time Assign automatically handles mileage calculations to simplify travel reimbursements for your field staff.

When setting up your organization, administrators can define a Standard Mileage Rate (e.g., the current IRS rate or a custom company rate).

To log mileage:

1. Select Log Mileage under the Expenses menu.
2. Enter the Total Miles Driven for the project trip.
3. Time Assign automatically multiplies the miles by the organization's set rate to calculate the reimbursement total.
4. Like other expenses, mileage is submitted directly into the approval queue.

By capturing both hardware expenses and mileage efficiently, Time Assign guarantees that all project costs—no matter how small—are accurately tracked and eventually accounted for during invoicing.