AC4S Employee s User Guide for Deltek Time & Expense 9. Expense Reports

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1 AC4S Employee s User Guide for Deltek Time & Expense 9 Expense Reports

2 Open Expense Report To record expenses, click on Expense on the top menu bar. Next, click on Record Expenses, then Expense Report on the left hand menu.

3 Navigation Below are the available menu options. Create Begins a new Expense Report. Copy Copies an existing Expense Report, please use with caution! Search Enables you to search your previously entered Expense Reports. Print Prints a paper copy of your Expense Report. Void Voids the expense report if errors occurred that cannot be fixed. Notes Supervisory or administrator- created notes. Submit Click to Submit once ER is completed.

4 Create New Expense Report Create New Expense Report > Purpose Expense Report Date Defaults to current date Employee Last Name, First Name Expense Report Type Defaults to your Expense Report Type Short Description Enter a short description that will allow you to easily reference the Expense Report in the future. From (MM/DD/YYYY) Use the calendar to input the beginning date of trip, or the date of the charge. To (MM/DD/YYYY) Use the calendar to input the ending date of trip, or the date of the charge. Note: If entering an expense report to claim Per Diem, check first and last day for the system to calculate 75% Per Diem for those days. If you are claiming multiple expenses, you may need to enter Per Diem and Airfare (or anything purchased ahead of time) on two separate Expense Reports Purpose - Enter the reason for the trip and/or Expense. Once data has been entered, click

5 Create New Expense Report (Cont) Create New Expense Report > Locations New Location Adds New Location to the Expense Report. Edit Location Enables user to Edit a selected location if errors occurred. Delete Location Enables user to Delete a selected location if errors occurred. View Rates Allows user to view the current Per Diem Rates.

6 Create New Expense Report (Cont) Create New Expense Report > Locations > New Location Select your Country, State, City, and County. Note: You can check Frequent Location to add this to Existing Locations for use on future Expense Reports. Description - Will default to the location chosen. Comments Enter Comments if necessary. Save Click on Save and you will be returned to the Locations Screen. Verify the information entered. You can also add comments and check frequent location in this screen. Click Continue if you are finished adding locations.

7 Create New Expense Report (Cont) Create Expense Report > Default Charges Add Charge Adds New Charge Code to the Expense Report. Delete Charge Enables user to Delete a selected charge code if errors occurred. Add to Favorites Allows user to add a selected charge code to Favorites for future use.

8 Create New Expense Report (Cont) Create New Expense Report > Default Charges > Add Charge Click on the magnifying class in the Charge column to add a new Project ID/Charge Code to the ER. Click on Execute to select from the projects that you are assigned to. Check the box next to the Charge Code that you need to use for the expense report. Click Add to Expense Report and you will be returned to the Default Charges Screen. Note: You should have received the correct coding for your Expense Reports from your Project Controller. If you do not see them, or need additional codes added, please contact your Project Controller and include your Program Manager. Verify the information entered. You can also add comments and check frequent location in this screen. Click Create if you are finished adding charge codes.

9 Create New Expense Report (Cont) You have now completed the Background section of your Expense report. Most information can be edited by clicking on the Background bar and editing as necessary. You should rarely have to Void an Expense Report. Your Expense Report ID number has been generated, and the Claimed Expenses tab is available for entry.

10 Claimed Expenses > Add Expense Click on Add Expense and select the expense type. Add Expense Any Outstanding Expenses to your company credit card will show. Select the applicable charge and click on Continue. ** Important If the charge you intend on entering is not on the list, you will need to wait for it to appear on your dashboard to expense it. If you do not have any outstanding credit card charges, you will be brought to the next page. ** Important If the charge was not on a Company Credit Card, it is considered Employee Paid.

11 Add Expense (Cont) Claimed Expenses > Add Expense > Details ** This screen will look slightly different depending on the type of charge you are entering. ** Location - Defaults to the location added in the Background information. Your drop down will include other locations added to that screen. Expense Date (MM/DD/YYYY) Employee Paid Enter the date you incurred the expense. Company Charge Card Defaults to the date the charge cleared on the credit card. Short Description Defaults to the Expense Type Chosen, and the date of the charge. Itinerary Defaults based on the location added in the Background information. Comments Employee Paid Enter comments associated with the charge. Company Charge Card Defaults to the credit card description. Merchant Enter the Merchant associated with the charge. Continue Click on Continue when you have completed the information requested.

12 Add Expense (Cont) Claimed Expenses > Add Expense > Amount Payment Method Company Credit Card charges will default to the card charged. If you have paid for this charge yourself, select Employee paid, regardless of how you paid for it. Important Note: You should never choose American Express or VISA in this window. If entering a Company Credit Card charge, it will default, and be gray/un-editable. If it is not, you did not select the charge appropriately. If your charge did not come up, you must wait to enter the Expense Report until the charge has appeared on your dashboard. Expense Incurred Employee Paid Enter the amount of the charge in USD. Company Charge Card Defaults to the amount charged to the credit card. Personal This field is for Company Credit Card charges only. Enter the amount of the personal charges. Common examples of personal charges are as follows: You have purchased Meals on your Company Credit Card and are receiving Per Diem during your trip. You mistakenly used your credit card to purchase non project-related or non-billable items. (There are penalties for this if frequent) Click Continue when you have completed this page.

13 Add Expense (Cont) Claimed Expenses > Add Expense > Charge Allocations The charge code selected in the Background Information will default here. Click on Save. Verify the information entered is correct. Continue to add additional expenses until complete.

14 Review Supporting Schedules Charge Distribution Shows the detail of the Charge ID associated with each charge as well as the amounts. Anything in the Over Ceiling Amt or Unallowable Amt columns will be deducted from the total amount due on the Expense Report. Voucher Distribution Shows the detail of the charge complete with account and org verification. Billable Summarizes the billable charges on the Expense Report Labor Support Shows where you have logged your time during the Expense Report period. This should coincide with the Project ID/Charge code used on your Expense Report.

15 Submit Expense Report Click on the Submit button at the top of the Expense Report. Click on the button under User Directed Workflow. Choose the appropriate approver for your Expense Reports and click Update.

16 Submit Expense Report (Cont) Once completed, you will be prompted to hit Continue, and a green flag will show under status. Click Have Receipt or Missing Receipt (Missing requires explanation) Enter your password and click Submit.

17 Load Receipts After you have signed your expense report, click on the Workflow Status bar. Under the Action column, Click on the Paperclip Enter the Description of the Attachment Click on Browse to choose a file from your PC. Click Submit when completed.

18 View Receipts After you have loaded receipts to your expense report, you should see a checkbox in the Status column. Under the Action column, Click on the Camera

19 Workflow Status Primary Roll Shows the role of the employee assigned to the next pending Task. Task Shows the tasks that have been/need to be completed for the Expense Report. Task Item Shows which portion of the Expense Report is pending the Task. Rule Shows if required or optional. Status Use the Legend to determine if the status based on the image in the column. Action Use the legend to determine the action based on the image in the column. ** For each row, click on the magnifying glass to see more detail regarding each task.

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