Apply Title/Task Type Restrictions to Employee Expenses

Overview

The Apply Title/Task Type restrictions to Employee Expenses setting controls which expense‑eligible task types employees can select when submitting expense claims.

When enabled, the system filters the task type list based on the employee’s Title → Task Type mapping.

If no mapped expense‑eligible task types exist, the dropdown appears empty.

This article explains:

What the setting does
How it affects the end‑user experience
Why task types may disappear
Correct configuration and recommended use cases

What This Setting Does

When turned on, the system applies the same Title/Task Type restrictions used for timesheets to expenses.

Effect

Only task types mapped to the employee’s title and eligible for expenses appear in the dropdown.
If the title is mapped to only time‑only task types, the expense dropdown shows no options.
Manual typing may still be allowed, but the system will block saving if the employee is not entitled to that task type.

Impact on End Users

When the Setting is OFF

All expense‑eligible task types appear
Dropdown behaves normally
No title-based filtering

When the Setting is ON

Behavior	Explanation
Dropdown is empty	No expense‑eligible task types mapped to the employee's title
Manual typing works	Autocomplete bypassed
Save is blocked	System validates restrictions on save

Example Scenario

Employee: User 1
Title: Account Coordinator
Title is mapped only to a time‑only task type
Result:
- Expense dropdown is empty
- Example Employee can manually type a task code
- System blocks saving because that task type is not allowed
Turning the setting OFF restores the full expense task type list
Turning it back ON removes the options again

Why This Happens

Title ↔ Task Type restrictions were built primarily for Timesheets.
They do not apply to expenses unless this setting is switched ON.
If the setting is enabled without mapping expense‑eligible task types, the system shows an empty dropdown.

How to Fix or Configure Properly

Option 1 (Recommended): Disable the Setting

If the organization does not require strict control of expense task types, turn off:

Apply Title/Task Type restrictions to Employee Expenses

This restores full visibility of all expense‑eligible task types.

Option 2: Keep the Setting Enabled & Map Correct Task Types

If task‑type control is required:

Go to Master Files > Task Types
Confirm which task types are expense‑eligible
Go to Setup Files > Titles
Map appropriate expense task types to each title
Save changes

This ensures the dropdown displays correctly.

When Should Companies Use This Setting?

Good Use Cases

✔ Agencies requiring strict guardrails around expense submission
✔ Complex compliance or approval environments
✔ Agencies wanting granular control over who can expense which task types

Not Good Use Cases

✘ Title mappings are incomplete
✘ Flexible expense entry is needed
✘ Employees switch roles often and need broad access

End‑User Experience Summary

Setting State	Dropdown Behavior	Manual Typing	Save Allowed?
OFF	Shows all expense types	Yes	Yes
ON + No mapped expense types	Empty	Yes	No
ON + Correct mapping	Shows mapped types	Yes	Yes

Summary

Enabling Apply Title/Task Type restrictions to Employee Expenses provides tighter control over expense task types.

However, if expense‑eligible task types are not mapped to each title, the employee will see no dropdown options and will be blocked from saving manually entered entries.

If the dropdown is empty, this setting is almost always the cause.