FAST Travel System. Guide: Creating Expense Reports

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1 FAST Travel System Guide: Creating Expense Reports Purpose: To provide instructions on how to create an Expense Report (ER) in FAST 9.2 Travel module. Definition: Expense Report submission entered into the FAST Travel Module after travel occurs. The Expense Report serves the purpose of reporting all Travel Expenses as well as requesting reimbursement to Travelers for out of pocket expenses. (Travel Manual, page 4) Navigation(s): 1. Main Menu > Employee Self-Service > Travel and Expense Center > Expense Report > Create 2. Main Menu > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify Notes: To create Expense Reports, the user needs to have access to FAST and the Travel Submitter role. In addition, to create Expense Reports for other travelers, the user needs to be set up as a delegate for those travelers in FAST. To request travel roles and workflow assignments the user needs to complete the FAST Access Security and Workflow Request for Travel form (Page #3), following the link To request delegate access complete and submit the Delegate Assignment Request form following the link: 1 Use one of two navigations identified above. 2 On the Expense Report page, enter the employee ID number in the Empl ID field and click on the button Add. Leading zeroes in the employee s ID number are not required. Page 1 of 14

2 3 In the page Create Expense Report, verify the employee name. 4 Click on the drop down Quick Start and select from the list the option A Travel Authorization and click on the button Go. There are other several options available in the drop down Quick Start to be used by the submitter when creating an Expense Report: A Template: to create an Expense Report based on a previous template defined for the traveler. A Travel Authorization: to create an Expense Report pulling in an approved Travel Authorization. An Existing Report: to create an Expense Report using the information from a previous Expense Report. Entries from my Wallet: to create an Expense Report using PCard charges information. 5 In the page Copy from Approved Travel Authorization, find the Travel Authorization to be pulled into the Expense Report and click on the button Select. Notes: To narrow or expand the search, select the range of dates from the calendar using the fields From Date and To. The Select button in the Travel Authorization section will be greyed out or disabled if the Travel Authorization has already been pulled into an Expense Report. Page 2 of 14

3 The link under the Travel Auth will open a pop-up window, showing the Travel Authorization detail. 6 If a Travel Authorization was pulled into the Expense Report, the traveler information will be populated on the first section for the Expense Report. If this is a blank report, the user needs to complete this first section in the Expense Report. Business Purpose: Select a purpose for the travel from the drop down. Report : Describe in short the travel. Default Location: Search the location/destination for the travel from list of values. Notes: The asterisks in the field names identify these as required fields, therefore these must be filled out. The Look Up button ( ) indicates that there is a list of information available to populate the field. To access the information on the list, click on the Look Up button, search for the information by a criteria, and select the link with the result that best fits the need. An example of Look Up Default Location is below Page 3 of 14

4 7 Once the first section in the Expense Report has been completed. The dropdown Actions are displayed on the top right side in the first section. The dropdown Actions have some important functionality that is helpful when creating an expense report: Adjustment Cash Advance: Modify a cash advance that has been applied to an Expense Report. Apply/View Cash Advance(s): Apply and/or view cash advance(s) to the traveler. Copy Expense Lines: Copy expense line(s) on the Expense Report. Default Accounting For Report: Set up a chartfield for the Expense Report. Expense Report Project Summary: View the project information used in the Expense Report. User Default: Navigate to the page Update Profile to review traveler s information. This dropdown is available after the first expense type has been selected. 8 From the dropdown Actions, select the option Default Accounting For Report to add the primary chartfield for the Expense Report. The chartfield can also be added and/or modified by selecting the option User Default from the dropdown Actions and following the steps in the travel guide Updating Traveler Profile. Page 4 of 14

5 9 Complete the ChartField information by entering the values in each field or by searching the value using the Look Up button in each accounting field. Click the OK button to go back to the page Create Expense Report. Notes: To split the ChartField distribution in the Expense Report, click the button Add ChartField Line in the page Accounting Defaults and complete the information for the second line. 10 In the section Expenses verify the transaction lines populated from the Travel Authorization by clicking on the arrow shown at the beginning of the expense line. Page 5 of 14

6 The hyperlinks Expand All and Collapse All below the title Expenses expand and collapse all the expense lines accordingly. If there were no transactions populated from the Travel Authorization, the user will start creating the transaction in the empty line under the section Expenses. The details on the expense lines will vary by expense type, and the required fields are shown with an asterisk by that field. In the below example, the fields Date and Expense Type are required. 11 On the expense line, expand the section Accounting Details by clicking on the arrow to change or add different chartfield(s). Each expense line has an associated chartfield(s) that feeds from the Default Accounting For Report chartfield specified on the dropdown Actions. 12 To add expense line(s) on the section Accounting Details, scroll the bar on the chartfield section to the right and click on the button add ( ). Page 6 of 14

7 A new line will be created to split the expense by amount. Change the amounts in the first column, and make sure that the sum of these amounts match the expense line amount. It is a good practice to save the Expense Report after each expense line has been entered in the system to avoid losing information and/or encountering system errors. To save the Expense Report, click on the hyperlink Save for Later. 13 The user may add new lines as needed for the Expense Report. When all available expense lines have been used, click on the plus button ( ) located at the end of the expense line to add new line(s). A new line was added to the Expense Report. The details on the expense lines will vary by the expense type selected, and the required fields are shown with an asterisk in that field. Once the Expense Type is selected the corresponding fields will be shown. Page 7 of 14

8 14 To add PCard charges to the Expense Report click on the hyperlink My Wallet located below the title Expenses. The hyperlink My Wallet shows the number of PCard charges available in the traveler s wallet. 15 From the page My Wallet, select the PCard charges that apply to the Expense Report and click on the button Done. The transaction was transferred into the Expense Report. When PCard transactions are available, it is a good practice to check the hyperlink My Wallet in order to verify if there are charges applicable to this trip. Page 8 of 14

9 16 The hyperlink Save for Later allows the user to save changes in the Expense Report. This action will bring the Expense Report number on the top right of the page Expense Report Entry. If required field(s) are missing, the expense line with error(s) will be flagged. Click on the red flag located at the beginning of the expense row. The dialog box Expense Report Line Errors will show the information missing or invalid in the expense line. Any information missing in the expense line or in the section Accounting Details will be indicated by a red flag. 17 To submit the Expense Report click on the hyperlink Summary and Submit. Page 9 of 14

10 18 Certify the accuracy of the Expense Report by checking the box as shown in the image below, and click on the button Submit Expense Report to route the Expense Report through the workflow. The button Submit Expense Report will be enabled only after the user has checked the box certifying the accuracy and compliance with expense policy. 19 On the page Save Confirmation, click on the button OK to submit the Expense Report. A message in red will be displayed on the page View Expense Report, confirming that the Expense Report has been submitted for approval. Page 10 of 14

11 20 On the page View Expense Report, click on the button Refresh Approval Status to verify the workflow assigned to the Expense Report. Notice that the report status has changed to Submitted for Approval, and the workflow is shown in the section Approval History with visual icons that represent each workflow assignment. The section Approval History will show when an assignment is completed with a green check mark, and each completed assignment will be logged below the icons approval line, showing: Action, Role, Name, and Date/Time. If the icon in the approval line does not show the approver name, go to Related Actions by right clicking on the Expense Report number or status, and select the option Where in Workflow. Page 11 of 14

12 The system generates a report showing where the Expense Report is located and the information for the next user(s) in the approval queue. 21 After submission, the user must print the Expense Report page to be added to the Receipt Package. To print the Expense Report from the page View Expense Report, click on the menu item Expense Reports and select the option Print. Page 12 of 14

13 22 On the page Expense Report click on the link Print Expense Report. A PDF view of the Expense Report is displayed to be printed. Page 13 of 14

14 The submitter is responsible to get the traveler s signature and include the cover sheet in the Receipt Package. The Receipt Package must be sent to 23 The submitter is responsible to follow up on the pending actions in the Expense Report by verifying that each user in the workflow assignment approves the transaction timely. Each approver receives a system generated notification based upon the official USF address that is associated with your university NetID. Page 14 of 14

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