Expense Reports. Note: Date entry for expense reports remains the same as the travel authorization, however there are additional steps needed.

Transcription

1 Expense Reports Note: Date entry for expense reports remains the same as the travel authorization, however there are additional steps needed.

2 Understanding Expense Reports Expense report entry processes are identical to the Travel Authorization entry process. For detailed instructions on data input refer to the slides for Travel Authorization. In order to get reimbursed for travel you must submit an expense report via CUNYfirst through the Travel and Expense Center Expense reports must reflect ACTUAL dollars & cents (unlike the Travel Authorization). Academic Affairs Faculty/Staff-You have the option of submitting your expense report yourself OR you may submit all documentation for travel to M400 (this option will delay your reimbursement). 2

3 Understanding Expense Reports One Default Location (destination) per Expense Report Employee or Proxy creates Expense Report An expense report for travel must be associated with a travel authorization (for the exception of, if the travel is local and under $1000) Relieves encumbered funds from the Travel Authorization 1-to-1 relationship between a travel authorization and an expense report. 3

4 Expenses After logging in to Financials Supply Chain and Selecting Travel & Expense Center, click on Expense Report-Create If you are populating an Expense Report from a Travel Authorization, click Select If you are not populating from a Travel Authorization, click on. This will take you to the direct entry page on the expense report.

5 Expense Types Expense Types Begin with: 1 (mainly non-travel related expenses) 1 Additional airline fees (use for baggage fees) 1 Conference registration fees (if paid out of pocket) Traveler must inform Proxy to use either PSC or Non PSC PSC Non PSC Same categories-travel related expenses Note: DO NOT use Misc Travel Expenses 5

6 Add/Update Expense Report View Travel Authorization Upload scanned receipts Add lines You will need to upload all receipts and confirmation pages to the attachments link.

7 Prepare Receipts for Attachment 1. Sort receipts by date and then by type of expense 2. Affix the receipts in order on Letter Size paper 3. Scan page(s) 4. Create a travel folder on your desktop and upload all files Documents to upload: Hotel bill/checkout Airfare bill Registration Attach credit card/debit card statements for all credit card transactions Taxi receipts Agenda Conference booklet cover page Conference page of traveler s presentation info Approved conference hotels in conference booklet 7

8 Payment/Billing Types Payment Types Empl Paid Paid out of pocket, (i.e., Mileage) Employee reimbursed when guidelines met Non-reimbursable Employee not entitled to reimbursement or when guidelines are not met. BOTH the Payment AND Billing Type MUST always be the same. 8

9 Add/Update Attachments Scan and upload receipt for every expense on 1 line Various file formats -.jpg.pdf..docx, etc. Enter description for attachment When attachment(s) is/are uploaded, click OK Any attachments that are in the Travel Authorization will not carry over. You must reattach them.

10 Add/Update Attachments & Comments Enter Leaving Time. This is the time you left your home or primary work station. Enter Arriving Time. This is the time you arrived home or at the primary work station. If the expense report is for an EDIT Grant please enter the Travel Authorization (TA) # associated with the original travel. Add all documents under attachments. Submit your Expense Report once all information is completed. 10

11 Comments/Suggestions If there is material on this training guide that is confusing or if you have a suggestion as to how to improve it please contact: Anthony Garafola at agarafola@lagcc.cuny.edu or at ext