Quick Reference Guide Travel & Expense Claim: Using Create Expense Report (The Wizard) What is a travel and expense claim used for?

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1 (The Wizard) This Quick Reference Guide shows you how to submit a travel and expense claim using Create Expense Report known as The Wizard, for expenses paid with personal funds. What is a travel and expense claim used for? Travel and expense claims include but are not limited to: air travel, conference fees, use of vehicles, taxis and public transportation, accommodations and meals. Expense Claims can include more than one claim amount to more than one Dept. ID (cost center) per submission. Where is more information? The Purchasing Handbook contains links to related policies and is located on the Finance website. Travel & Expense Reimbursement Handbook which contain links to related policies and per diem rates. Allowable and non-allowable expenses can be found in the Travel and Expense Procedure. The Research/Tri-Council Guidelines. Before you begin: Before you begin ensure you have all the original receipts and check with your department approver(s) for any additional department specific requirements for each expense e.g. Project #, Dept ID, etc. Begin by logging in Begin by logging into myuofc portal, and from the mega menu click the tab My Work. Under the Finance and Supply Chain heading, click Create Expense Report. If you are a delegate authorized to complete an expense report on behalf of someone else, the Wizard will ask you to select who the expense report is for. Select who the report is for and select Continue. From the Business Purpose drop down menu choose Travel Expense then click Continue. Provide a Description of what the expense report is for and then click Continue (max. 30 characters). Page 1 of 5

2 For the Default Location click the dropdown menu and choose the appropriate location then click Continue. The next two fields - Comment and Reference - are optional. Generally the more information included the better. Select Yes or No as appropriate then click Continue. Indicate your Purpose of Travel and the Relevance to the department being charged, there is more information on the right under Supporting Information. Click Continue. Select the starting date and ending date of the Travel Expense and the Destination of travel. Click Continue. Indicate your Affiliation to the expense by using the drop down if required. Click Continue. Indicate your other Affiliation to the project as the owner of the expense, and a project name/number if applicable. Click Continue. Add My Wallet items? (Note: This is only applicable to purchases made with a Travel & Expense card. See the training website for My Wallet expenses). Select No if the expense was paid with personal funds. Click Continue and the Create Expense Report Entry page will open. Page 2 of 5

3 The information provided in the questions from the Wizard should populate the required fields on the Expense Report Entry page. Please verify the information is correct, if the information is incorrect please make the required changes. General Information Section 1. Check the correct name appears of the person who owns the claim (e.g. your name or the delegator s). 2. Click the Quick Start dropdown menu and choose Blank Report. This is the default option. 3. The Description cannot be modified through the Wizard entry. 4. Click the Business Purpose drop down menu and choose Travel Expense. 5. For the Default Location click the search icon and choose the appropriate location where the majority of the expenses occurred. 6. Provide the Purpose of Travel. You can enter data directly into the space provided or click the modal window icon to view the full text. 7. Indicate the Relevance of Travel to the project. 8. Enter the dates of travel. 9. Provide the destination. 10. Indicate your Affiliation to the project as the owner of the expense, and a project name/number if applicable. The Comment and Reference fields are optional. The Comment is what appears on the printed expense report so generally the more information included the better. Use the Reference ID to reference another expense report or funding information. 11. Click Accounting Defaults to open the Chartfields. Accounting Defaults Before completing the Accounting Defaults screen check with your department approver(s) to obtain any required Chartfield codes *. 12. Validate the correct Name appears. The % will automatically show 100%. The GL Unit will prefill with your GL Business unit. The Dept. field will automatically prefill with your cost center. 13. Enter the appropriate mandatory Fund code.* *Check with your department approver(s) to obtain any required Chartfield codes for fields A to E. Note: The remaining fields in the Accounting Defaults screen are not used. Page 3 of 5

4 Details Section - Overview Tab 14. Enter each expense on the Overview tab. Under the Expense Type: Click the drop down menu and choose the appropriate expense type for each receipt you are claiming. DO NOT CHOOSE PER expense Types for Travel expenses. 15. Enter the date of purchase in the Expense Date. 16. Enter the Amount Spent as the total paid, including taxes. If you are claiming a per diem, the amount must be in CAD (see the T & E Reimbursement Handbook). 17. When claiming an expense in a foreign currency click the drop down and select the correct currency. Note that currencies will convert to CAD in the printable view of the expense report. Provide any required details by either clicking on the: A. All Columns link (in the top right corner) and enter any mandatory information in the blank white text field boxes, OR B. Location Tab: If the location was other than the default location adjust each line appropriately. Details Tab: You will be able to add any additional information under description. 18. Click Check for Errors. If any red flags appear the related fields that require attention will appear in red. Click the red flag button and follow the instructions. Once all red flags are corrected, Save For Later or Submit. Additional Expenses 19. Select the Plus symbol to add another expense to the claim. -Or - Select Accounting Details to change your Cost Centre. Changing Accounting Details 20. You can use the Drop down menu, select New Expense and then click Add.Fill out the form as per steps The accounting default you set up at the start will be the automatic default in these fields for each new line, however on the Accounting Details page you can change the: Amount GL Unit Fund code Dept code PC BU Project ID Activity ID NOTE: Do not change the Account Number. Select OK when complete. Page 4 of 5

5 Save for Later and Submit 21. Clicking Save For Later will only save your claim for further edits or continued work and does not submit the expense claim. 22. Clicking Submit will submit the electronic expense to the workflow. Hints & Tips: If the submit button does not appear after selecting Save then go back and check for red flags. Print the Expense Report 23. Click Printable View and follow the three prompts to print the expense report. Sign and date the expense report and attach all original receipts to the back of the report. Ensure you keep a copy of the expense report and receipts for your own records. Submit the Printed and Signed Copy of the Report with all Original Receipts. Original receipts and supporting documents are required for payment processing. Payment will be issued once a copy of the expense report, with appropriate receipts, is submitted to: TRW 5 th Floor (Medicine & Vet Med) MLT 4 th Floor (All other facilities/departments) Page 5 of 5