Expense Location Codes (09E/EL)

Use these codes to indicate where an expense was incurred. You can use location codes when you set up policies so that expense limits can be based on geographic location. Expense location codes also determine which tax rate area and tax explanation code the system uses for each expense on an expense report.

A location can be defined as a city, region, state, province, or country. Each expense category has an expense limit that you define in the expense policy. However, these limits might differ depending on the city or country in which expenses are incurred. For example, hotel expenses in New York City are likely to be much higher than hotel expenses in other U.S. cities.

Location information is also used to establish tax rate area and tax explanation codes. You can set up locations to the degree of detail that you think is necessary. However, you should set up locations at the highest level possible to minimize confusion. Examples of expense location codes include:

• ENG: England

• HONG: Hong Kong

• LAV: Las Vegas

• NYSF: New York City and San Francisco

• US: United States

The code field can contain up to 10 characters to be used for entering different locations.