Recording Provided Items

Examples of disbursements that you can document in the employee file include keys, company uniforms, or fuel cards. If you have had an agreement signed by the employee, attach it as a document to the disbursement. You can also indicate whether these items should be returned upon termination of employment.

1. Navigate to Employee:

   • Go to the employee and click on ‘more’ in the ‘Provided items’ dashlet. To add a disbursement, you first need to create items. Items are created at the company level so they can be selected for everyone.

   

2. Create New Item:

   • Click on ‘Add New Item’. The following screen will appear:
   • Use the ‘plus’ sign next to the type to create different types. A type is essentially a category, while items are specific instances. For example, a type might be ‘work shoes’, and items could be ‘size 38’, ‘size 39’, ‘size 40’, etc.

3. Add a New Disbursement:

   • Click on ‘Add New Provided Itemt’ to link the items to the employee:

   

   • Select the type and the corresponding item. Optionally, enter the request and disbursement dates. Choose the status of the disbursement and either select a return date or check the option "Return upon termination" and click save. The disbursement is now recorded. When you later process the employee’s exit using the termination form, the issued disbursements will be displayed.

4. Attach Documents and Set Action Dates:

   • In the overview of all disbursements, you can use the paperclip icon to attach a document related to the disbursement. You can also set an action date next to the paperclip by creating an action point. For example, set an action date for replacing a fuel card. You will receive an email reminder based on the configured number of days in advance.

This process ensures that all disbursements are properly recorded and managed, with reminders for return or replacement as needed.