Expense Report. Main Menu >Employee Self-Service > Travel and Expenses or Travel and Expense Center > Expense Reports > Create/Modify

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1 Expense Report An Expense Report is used to submit employee and active student expenses for reimbursement and to also record expenses that were paid on behalf of the employee and student (i.e. central billing card, Other University Paid (i.e. pro-card, PO, etc.).) The expense report should include all expenses that were incurred. Each expense will be categorized appropriately via the Payment Method field. See Navigation below: Main Menu >Employee Self-Service > Travel and Expenses or Travel and Expense Center > Expense Reports > Create/Modify The Employee s ID will default, or if entering an Expense Report as a designee/proxy for someone else as defined by their department, select the magnifying glass/look up icon. (If the employee/student for whom you need to enter data is not in your look up, please contact your Business Office to have your profile access updated.) Click on Add to create an Expense Report or Find an Existing Value to retrieve an existing Expense Report in a pending status. The Expense Report may be viewed, printed or modified and deleted prior to submitting. 1

2 Users may select the Quick Start menu to populate the Expense Report if they have an existing template, an existing Expense Report or a Travel Authorization. (Note: Functionality for My Wallet is not currently being used.) On the header of the expense report: Select Business Purpose o Employee Misc Reimbursement- non-travel expenses o Student Misc Reimbursement- non-travel expenses o All other purposes are for travel related expenses Enter a short Report Description to identify the expense report Enter the Cash Advance number in Reference if received one Enter Default Location if one destination (leave blank if traveling to multiple locations) Enter Attachments if you have any additional information or justification relating to the expense, in general. Select the link to add receipts or documentation to the Expense Report at the line item level. 2

3 Next, enter Expense Type lines for each type of expense that was incurred (airfare, hotel, rental car, per diem, etc.). Expense Types are categories associated to specific accounts. Required fields for each expense type detail are: Date Expense Type Description (for Miscellaneous Expenses) Payment Type (Employee Out-of-Pocket, Central Billing Card or Other University Paid) Amount Location Confirmation Number (for airfare) Merchant Description **Note: for any expense that was paid directly by the University (i.e. Central Billing Card or Other University Paid), the Non-Reimbursable box will automatically be checked so that it is not included in the reimbursement amount. List any attachments for the line item expense by clicking on. Click on Accounting Details to provide the funding source/speedtype. To add more than one funding source, please click on the sign at the end of the line. 3

4 Select the Quick-fill link to add multiple expense types at once or the plus sign ( lines individually. ) to add Expense type amounts for Per Diem will default based on destination location. To modify amounts/meals included for each day, select Per Diem Deductions. 4

5 Then, select the specific meal to deduct from the total amount for that date. In the following example, the traveler was not entitled to dinner, so the check box under Deduction Flag is used to remove that meal. Select OK. Click Save for Later. Upon selecting Save for Later, any items highlighted in red will require correction and/or to be completed before the traveler can submit. Note: If a Proxy is entering of behalf of the Traveler, they will need to click the Notify button. 5

6 Enter the travelers address and any notes and click OK. This will generate an . Workflo'W Notification Send Notification Type ".. <TI"',. """ ",n".ii 8ddress.es i n Ifle To. ce. 00" Bee fiekls. u5ing.. 5eOTli-colon.. s.. sepa.-..tol ClKk L<>C>KU P RECI P I E NT 10,...,."n:h roo-.. ""n''''_ Click DELIVERY C>P'TlC>NS to vioe_ <>I'" c t1l'"!;li"' ttle rn..!tuxl of th.. send Noti fication Details..:'::: 'I':;,"~hO:,",", ~O;,~"", ;;~:,,=vo :;"~:"" :;'; r , Lookup R ec ipient De l~ Options o RichTexl Pn<>n~:....1 Subject:: ISUbnlit you~ T n.vel Expense Report [)()()()()()(]769 Teonph.te: VVo.-Jdlc:Jow" Notifie.. tion PTiority: %Nol ific.. li<>npnority D.. te Sent: ge: Anl.. n<t.. ~ Your t... vel expen... r ep<><t h..,. been entej"ed_ You 'Will need I - t o sublnit your expense report_ ~~. Click OK to send thi,. notific:.. tion.. net exit this p&ge_ Click Cancel t o exit t hi,. P"''il'" -.out sending.. notificat ion_ Click On'lf 'r send 1h0s notification _.-e"",'" on this pnoge- [1 0K I Can<oel I I Apply I 6

7 Actions menu will have several options available. Adjustment Cash Advance Apply/View Cash Advances to Expense Report Associate Travel Authorization to Expense Report Copy Expense Lines for multiple dates to Expense Report Default Accounting for Report to split accounting distributions by percentage Expense Report Project Summary Export to Excel User Defaults from employee profile Upon completion of the Expense Report, the user will select Summary and Submit for their personal Expense Report. A designee or proxy has authority to create the Expense Report and Save for Later, however only the Traveler/Employee can submit their Expense Report on their own behalf to ensure the data being submitted is accurate. 7

8 By checking the box and selecting Submit Expense Report the user certifies that the expenses submitted are accurate and comply the University s expense policy. The user will receive a confirmation upon submission of the Expense Report, and the Expense Report will be routed to the user s department-defined supervisor and chartfield approver for approval. Additionally, Expense Reports for students are routed to Financial Aid for review and approval. 8