4B) Entering General Expense Information :
The General Information section on the Expense Report Entry page defines general information about the expenses incurred for the report.
(using the “tab” key will help you move from one field to the next)
Description: Enter a description to identify the expense report. (32-character limit)
Comment: Enter additional information about the expense report.
Business Purpose: Select a purpose from a predefined list. Because tax laws require a business purpose for business expenses, this field is required.
Reference (optional): Enter characters for tracking or identification. (this field appears in "searches". If you would like to recall your document easily, complete this field)
Default Location (required for travel, optional for non-travel): There are several ways to search for these areas. Below, find some example
Accounting Date: Defaults to current date. Change only during fiscal year end instructions
Accounting Defaults: This is the where the Traveler’s charges will be expensed. A pop-up menu will appear. (Entire Expense Report will be charged by how accounting is entered. You may:
Apply Cash Advances: This will apply any cash advances (See separate “Cash Advance” training)
- Accept the default accounting (These are the traveler’s auto-filled dept chartfields)
- Change the accounting (make absolutely sure of the integrity of your accounts: If there is a grant, there MUST BE a project & activity code entered à Grants are ALWAYS GRT01)
- Split the accounting adjusting % (See example below)
- Click “OK” to return back to expense Report and apply accounting
More Options: (See separate “Cash Advance” training documentation)
4C) Details (adding expense lines)
- Under expense type, select from the drop down menu:
- Once you select the “Expense Type”, additional fields will appear:
- Complete all the “Expense Types” you need for the employee (traveler) reimbursement
SPECIAL NOTE: expense type: NON-TRAVEL expenses require reviewing by Accounts Payable staff. “Registration” will ALWAYS be categorized as a “non-travel” expense If you combine travel and non-travel expenses, You may opt to:
- Include registration on the initial travel claim with all other travel expenses OR
- Create a separate expense report solely for the registration (non-travel expense) so the traveler will be reimbursed for expenses not requiring Accounts Payable review.
- To delete a line item, select a box , then click “Delete Selected”
- To add an expense detail line, clicknew expense
- To change the accounting codes for the expense line, click
- Some expense lines require additional information; Click the green arrow to complete each line’s additional required information (the tabs on top serve the same purpose: your preference)
Details: Address where the transaction occurred. If non-travel related expense, describe merchandise purchased.
Location: Location where traveler incurred the expense. If a location was previously filled out, it will have auto-populated in gray
Air/Hotel: Ticket number: Enter the unique airline ticket Number/ Number of nights: Enter the number of nights traveler stayed
Mileage: Miles: total miles traveler drove/ Rate: displays rate that is used to calculate the reimbursement for the distance traveled
Per Diem: Start and End Time: dates of travel/ Amount Spent: displays the calculated M & IE based on start/end time
- Review and confirm the totals of your expense report are accurate
- Click on “Definition of Totals” if in question of what you are reimbursing
4E) Submitting Expense Reports for Approval:
There are a variety of stages an expense report will go through and which you will be able to track. These are called the “Status” of the expense report.
STATUS POSSIBILITIES OF YOUR EXPENSE REPORT:
- Pending:An employee has not submitted the expense report, or the approver or auditor denied and returned the expense report to the employee. This is the default status for a newly created expense report.
- Submitted:The expense report is ready for the approval or audit process.
- Denied:The expense report was not approved by the approver or auditor.
- Approve:The expense report is authorized for payment processing.
- In Process:The expense report has been approved and is moved on to the Accounts Payable processing
- Staged:The expense report is staged for payment.
- Paid:The employee has been issued a reimbursement.
NOTE: You will not be able to see the status and/or approval process until you go out of the expense report and then return back into the expense report
- “Submit” expenses for approval upon completing the expense report (Once submitted, your expense report will begin to track the approval process)
- “Save until Later” should you want to do research
- “Add” another expense type by selecting the “Add” button.
- “Cancel” to return to Expense Report Details without submitting the expense.
NOTE: See “saved searches” under the training site NAVIGATION page for tips on how to keep track of the status of all your expense reports.
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