Travel Activities Creating an Expense Report for a Non-Travel Reimbursement

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1 Travel Activities Creating an Expense Report for a Non-Travel Reimbursement Overview: Understanding How to Create an Expense Report for a Non-Travel Expense In this topic, you will learn the steps to create an expense report for a non-travel expense. Non-travel reimbursements may be necessary when there is an emergency need for a University employee to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase. Non-travel expense reimbursements are to be limited to $25 or less. Reimbursements in excess of $25 not related to an emergency must include a Confirming Order Justification Form, which has been approved by Purchasing Services. Non-Travel reimbursements and Travel Expense Reports should NOT be combined on the same ER. OMNI Security Role Required: FSU_TE_TRAVEL_REP Procedure Scenario: In this topic, you will learn the steps to create an Expense Report (ER) for a non-travel reimbursement. Key Information: Employee Name Employee ID Expense Information Page 1

2 1. Click the Financials 9.1 link. 2. Click the Main Menu button. 3. Hover over Employee Self-Service, and click the Travel and Expense Center link. 4. Click the Expense Report Create link. Page 2

3 5. The default Empl ID on this page is your own. Be sure to select the correct ID for the traveler. Click the Look up Empl ID button to search for an employee. 6. Only the employees for whom you are authorized as a Travel Rep will appear in the search results. If the desired employee is not listed, follow the instructions in the "Becoming a Travel Rep" tutorial to add yourself as a Rep for that employee. 7. Click the Add button. 8. The default Quick Start option is "A Blank Report," which is to be used for nontravel reimbursement Expense Reports. Page 3

4 9. Enter "AP" into the Description field as these Expense Reports will route to Accounts Payable for processing. 10. Click the Business Purpose list. Page 4

5 11. Click the Non-Travel Exp Reimbursement list item. Page 5

6 12. Enter the first four letters of the city in which the item(s) was purchased. 13. NOTE: If city is not available check the spelling and submit a HELP ticket for it to be added. 14. Click the Display Commens button to enter Comments. 15. In the Comment textbox, describe the reason that the item was purchased and why other purchasing procedures were not followed. 16. Click the OK button. 17. Enter the last 10 digits of the receipt number into the Reference field. 18. Click the Accounting Defaults link. Page 6

7 19. Enter the Department that the reimbursement is to be charged to. 20. Enter the appropriate Fund code. 21. Because this reimbursement is being charged to a Sponsored Research (C&G) Fund it is also necessary to enter the PCS Bus Unit, Project, and Activity. 22. If you are not sure of any of the Chartfields, click the magnifying glass next to each to search. You can also begin typing and OMNI will provide a list of the valid chartfields that match the data entered (in this example, "FSU" was entered and the corresponding PC Business Unit, "FSU01" is the only option available). Click the FSU01 option. 23. Click the OK button. Page 7

8 24. Click the Expense Type list. Page 8

9 25. Click the NonTravel Expense Reimburse list item. 26. Enter the date on the receipt in the Expense Date field. 27. Enter the amount on the receipt in the Amount Spent field. 28. Click the Billing Type list. Page 9

10 29. Click the Non-Travel Exp Reimbuserment list item. 30. Click the Detail link. Page 10

11 31. Enter the merchant name in the Non-preferred field. 32. Enter a description of the item in the Description field. 33. Click the Check Expense For Errors button. 34. If no errors appear, click the Return to Expense Report link. NOTE: If there are any errors (e.g. you forgot to populate a required field) you will receive an error message and the incorrect field will be flagged. Page 11

12 35. Use the Save for Later button to save work and continue working at a later time. This action will not submit the ER. 36. Once the ER is complete, click the Submit button to begin the approval process. Page 12

13 37. Carefully read the certification statement and then click the OK button. 38. Receipts for the ER should be sent to RightFax on an Expense Receipts Header Page. See the "How to Send Receipts to RightFax" tutorial for additional information. 39. Click the Home link. 40. Congratulations! You have completed the topic. End of Procedure. Page 13

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