System Process Document Create Expense Report

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1 Department Responsibility/Role File Name Revision Document Generation Date Date Modified Last Changed by Status 43e857be-9c04-4bef-9fb9-7a98b5a409b7_SPD.doc 9/17/ :18:00 AM 9/17/ :18:00 AM Trigger: Required Field(s) Comments Output - Result(s) Comments Additional Information Last changed on: 9/17/ :18:00 AM Page 1

2 Procedure You will now view how to Create an Expense Report. 1. Note: You cannot create an Expense Report until you have returned from your trip. The system will not allow you to submit an Expense Report before the last travel date has passed. Page 2 Last changed on: 9/17/ :18:00 AM

3 2. Click the Main Menu button. Last changed on: 9/17/ :18:00 AM Page 3

4 3. Click the Employee Self-Service menu. 4. Click the Travel and Expenses menu. Page 4 Last changed on: 9/17/ :18:00 AM

5 5. Click the Expense Reports menu. Last changed on: 9/17/ :18:00 AM Page 5

6 6. Click the Create/Modify menu. 7. Enter the Employee ID and Click the Add button. Page 6 Last changed on: 9/17/ :18:00 AM

7 8. Click the Select button. Last changed on: 9/17/ :18:00 AM Page 7

8 9. Click the Business Purpose list. 10. Select the Business Purpose from the dropdown list. For example: Click the Conference list item. Page 8 Last changed on: 9/17/ :18:00 AM

9 11. Click in the Report Description field. Enter the name of the meeting, conference, etc. Last changed on: 9/17/ :18:00 AM Page 9

10 12. Enter the desired information into the Report Description field. Enter "Test Conference". Page 10 Last changed on: 9/17/ :18:00 AM

11 13. Click on the Authorization ID link to open a new tab to view Travel Authorization details. 14. Click the Look up Default Location (Alt+5) button. Last changed on: 9/17/ :18:00 AM Page 11

12 15. Click the AKRON link. Page 12 Last changed on: 9/17/ :18:00 AM

13 16. Now we will review Expenses. 17. To verify or edit expense amounts, under the Expenses section, click the Expand Section arrow. Click the Expand Section button. Last changed on: 9/17/ :18:00 AM Page 13

14 18. Verify or edit all fields within the expense line. Click the Collapse Section button. Page 14 Last changed on: 9/17/ :18:00 AM

15 19. Now we will look at Lodging Expenses. Last changed on: 9/17/ :18:00 AM Page 15

16 20. Click the Expand Section button. 21. Click the Itemize Hotel Bill link. Page 16 Last changed on: 9/17/ :18:00 AM

17 22. In the General Hotel Bill Information section, verify or edit lodging expense information. In the Charges Incurred on this bill section, select all charges included in the lodging expense. Click the Room Charge option. Last changed on: 9/17/ :18:00 AM Page 17

18 23. Click the Continue button. Page 18 Last changed on: 9/17/ :18:00 AM

19 24. Click in the Room Rate field. 25. Enter the desired information into the Room Rate field. Enter "100". Last changed on: 9/17/ :18:00 AM Page 19

20 26. Click in the Room Tax field. Page 20 Last changed on: 9/17/ :18:00 AM

21 27. Enter the desired information into the Room Tax field. Enter "20". 28. Click the Continue button. The Expense Report will now display your lodging itemizations in separate lines. Last changed on: 9/17/ :18:00 AM Page 21

22 29. Click the Done button. Page 22 Last changed on: 9/17/ :18:00 AM

23 30. Click the Expand Accounting Lines button. 31. Click the Look up Function (Alt+5) button. Last changed on: 9/17/ :18:00 AM Page 23

24 32. Click the OTHER link. Page 24 Last changed on: 9/17/ :18:00 AM

25 33. Click the Collapse Section button. 34. Now we will look at Per Diem Meal expenses. Last changed on: 9/17/ :18:00 AM Page 25

26 35. Click the Expand Section button. Page 26 Last changed on: 9/17/ :18:00 AM

27 36. To make Per Diem deduction, (for example, to exclude meals that were included in the conference), click the Per Diem Deductions link. 37. In the Per Diem Info window, select the meal(s) that will be deducted. (The ones included in the conference). Click the OK button. Last changed on: 9/17/ :18:00 AM Page 27

28 38. Click the Expand Accounting Lines button. Page 28 Last changed on: 9/17/ :18:00 AM

29 39. Click the Look up Function (Alt+5) button. 40. Click the OTHER link. Last changed on: 9/17/ :18:00 AM Page 29

30 41. Now we will Attach the Required Receipts. Page 30 Last changed on: 9/17/ :18:00 AM

31 42. After all expense lines have been verified, edited, and/or itemized, attach all required receipts. Click the Attachments link. 43. Click the Add Attachment button. Last changed on: 9/17/ :18:00 AM Page 31

32 44. Click the Browse... button. Page 32 Last changed on: 9/17/ :18:00 AM

33 45. Double-click the Download list item. 46. Click the TEST.pdf list item. Last changed on: 9/17/ :18:00 AM Page 33

34 47. Click the Open button. Page 34 Last changed on: 9/17/ :18:00 AM

35 48. Click the Upload button. 49. Click in the Description field. Last changed on: 9/17/ :18:00 AM Page 35

36 50. Enter the desired information into the Description field. Enter "Test Conference Receipts". Page 36 Last changed on: 9/17/ :18:00 AM

37 51. Click the OK button. 52. Now we will Submit an Expense Report. Last changed on: 9/17/ :18:00 AM Page 37

38 53. After all expense lines have been verified and required receipts have been attached, the Expense Report is ready for submission. Click the Summary and Submit link. Page 38 Last changed on: 9/17/ :18:00 AM

39 54. Click the Submit Checkbox option. Last changed on: 9/17/ :18:00 AM Page 39

40 55. Click the Submit Expense Report button. 56. Click the OK button. Page 40 Last changed on: 9/17/ :18:00 AM

41 57. Click the Refresh Approval Status button. Last changed on: 9/17/ :18:00 AM Page 41

42 58. Your expense report has now been submitted for approval. If for whatever reason you need to withdraw this Expense Report from the Approver's Worklist, click Withdraw Expense Report. 59. Click the Withdraw Expense Report button. Page 42 Last changed on: 9/17/ :18:00 AM

43 60. Click the Refresh Approval Status button. Last changed on: 9/17/ :18:00 AM Page 43

44 61. Click the Sign out link. 62. You have successfully viewed how to Create an Expense Report. End of Procedure. Page 44 Last changed on: 9/17/ :18:00 AM

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