Creating Expense Reports (Campuses)

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1 Creating Expense Reports (Campuses) When you create an expense report, you have several options on which to base the new document, and the selection that you make triggers other choices that prompt you for details about the report. You can start with a blank expense report or populate one with data from another source. Upon completion of this topic, you will be able to create an expense report. The Creating an Expense Report (President s Office) topic is utilized by UMass President s Office employees that enter expense reports. All other campus employees should review the Creating an Expense Report (Campuses) UPK Topic. Procedure Consider this scenario: Your goal is to create an expense report. Key information: Description: Boston, MA Business Purpose: University Meeting SpeedChart:

2 1. Begin by navigating to the Expense Report Entry page. Click the Main Menu button. Step 2. Click the Employee Self-Service menu.

3 3. Click the Travel and Expense Center list item.

4 4. Click the Create link under the Expense Report section. Step 5. Your Empl ID is displayed by default; however, depending upon your campus procedures and your security, you must enter the Empl ID for the employee you are entering the report for. Click the Look up Empl ID button.

5 6. Depending on your access, a list of employees you are authorized to enter cash advances for displays. Click the link. 7. Click the Add button.

6 8. The Expense Report Entry page enables you to easily add expense lines and provide general information as well as other details that are specific for expense types. 9. You can use the Quick Start drop-down to select from the following values to change the method used for creating an expense report. You can set up the Quick Start drop-down to default in values through User Defaults. A Blank Report: Select to start with a blank report. A Template: Select to access the Select a Template page, where you can select a template on which to base a new expense report. A Travel Authorization (may not apply to all campuses): If a Travel Authorization has previously been created for this trip, select to access the Populate From A Travel Authorization page. Note: Departments may not have online travel authorizations. This is not to be confused with the requirement to have an authorization to travel. An Existing Report: Select to access the Copy From an Existing Report page, where you can select an existing expense report from which to create a new expense report that contains similar information. For this example, you will use the default: A Blank Report. 10. The General Information section defines general information about the expenses incurred for the report.

7 11. The Description field will usually have no default value, but you can override this if it does. Check with your campus travel administrator for the specifically required format. Travel Expense: Enter the City, State (or city, country, if foreign travel) of the travel. Business Expense: For example, enter RMB, then something that identifies the reimbursement plus the date. (Example: RMBMEAL/02/23/2011 or RMBSTAPLES/01/29/2011) 12. Enter the desired information into the Description field. Enter "Boston, MA". Step 13. Select a purpose from the Business Purpose list. Because tax laws require a business purpose for business expenses, this field is required. Note: If no purpose seems appropriate, you may choose the Other-Written Descr Req'd list item. Click the University Meeting list item.

8 14. Enter the following information in the Comment field. Check with your campus travel administrator for the specifically required format: Travel Expense: enter the time and date(s) of the travel. Example: 10:00 a.m. 05/02/2011 through 9:00 05/03/2011 and a brief description of the travel. Business Expense: Enter an explanation of the business purpose of the reimbursement. You must address who, what, when, where and why. 15. Enter the desired information into the Comment field. Enter 7:00 a.m. 05/02/2011 through 9:00 p.m. 05/03/2011 for University meeting. 16. The Reference field is an open field. Check with your campus travel administrator for the specifically required format. 17. Enter the desired information into the Reference field. For this example, enter "POST TRIP". 18. The default accounting is implemented at the expense report level, and each expense line that you add to the report inherits it. The Accounting Defaults link provides access to the Accounting Defaults page where you can view or modify the accounting ChartFields and the distribution split. Note: Your campus business officer will provide accounting information and instructions particular to your campus procedures. 19. Select the Accounting Defaults link to enter ChartField information line by line. Click the Accounting Defaults link.

9 20. Use the Accounting Defaults page to view or modify the accounting ChartFields and the distribution split. The split can only be by a percentage. If you need to split an expense by a dollar amount, we recommend entering two expense lines and charge each one to the different ChartField string. The ChartFields entered here apply to all lines on the expense report. You can override this at the line level. 21. Enter the SpeedChart for the expense report and tab out. ChartFields will populate. For this example, the ChartFields have been populated. 22. Click the OK button to return to the expense report.

10 23. Note: If you had received a cash advance, click the Apply Cash Advance(s) link to access the Apply Cash Advance(s) page and select and apply part or all of a cash advance to the expense report. Check with your campus business officer for specific instructions. 24. Use the More Options drop-down list for additional features associated with the expense report. The only option used is: Printable View: Select to print a copy of the expense report. You must save the report before printing it to have the changes appear in the printed document. If you are creating a new report, you must save it first. 25. To enter the individual expenses, use the Details section. 26. Note: Select the Expense Type that most accurately reflects what the reimbursement is for. If nothing seems appropriate you may select Other Travel Expenses, if travel, or Other Job Related Expenses or Non-Capital Equipment, as appropriate for non-travel reimbursements. A written description is required on the detail tab if you select any of these.

11 27. Click the Automobile Rental list item.

12 28. Enter the date when the transaction began or occurred into the Expense Date field. Enter "05/02/2011". 29. Enter the desired information into the Amount Spent field. Enter "70.00". 30. Select the appropriate Payment Type list item. For this example, Out of Pocket has been selected. 31. Select the appropriate Billing Type list item. For this example, In-State Travel has been selected. 32. Click the Accounting Detail button. Step 33. Use the Accounting Detail page to view or edit ChartFields. If you need to change the accounting from what you entered on the header, do it here.

13 34. Return to the expense report. Click the OK button. Step 35. Click the Detail link.

14 36. The Description field entry depends on the expense type on the line: - The Merchant or vendor of the auto rental, the name of the hotel or the airline and the date range and expense occurred. For example, on an expense line for hotel: "Marriott NY, 2/1/11 though 2/3/11"; for airfare: "Southwest airlines 3/22/11 departure from Boston; 3/25/11 arrival from Anaheim". - Registration: the name of the conference attending. - Business meetings: you will need to list the attendees and description of the meeting. - Non-travel reimbursement - complete description of what the reimbursement is for. For this example, the auto rental detail has been entered. 37. Note: DO NOT select Non-Reimbursable for any expense type. 38. Note: When driving your own vehicle the Expense Type chosen will be Mileage. Enter the number of miles travelled on the Mileage tab and the system will calculate the reimbursement amount. 39. Continue to add expense lines. Click the Overview link.

15 40. For this example, a Business Meeting Expense Type has been added. Note: For Expense Type Business Meeting, you must click the icon at the end of the row and insert the list of attendees. 41. Click the Add Additional Attendees button.

16 42. Use the Attendees page to insert the list of attendees. Click the Add a new row button.

17 43. Enter the desired information into the Title field. Enter "Smith, Joseph". 44. Enter the desired information into the Title field. Enter "UMass Amherst". 45. Enter the desired information into the Title field. Enter "Project Manager". 46. Click the OK button.

18 47. If you need to add more expense lines, click the Add a new row button at the end of the row. If you know you will have multiple lines, you can add lines quickly - see job aid Adding Multiple Expense Report Lines.

19 48. For this example, several related expense rows have been added. The Overview tab view is displaying. 49. Complete the Mileage Expense Type on line 2. Click the Mileage tab. Step 50. Enter the desired information into the Miles field. Enter "100", then hit the Tab button. 51. Click the Detail tab.

20 52. To complete the Mileage line, enter the desired information into the Description field. Enter "Amherst to Boston". 53. Click the Overview link.

21 54. Enter a new Expense Type. Click the Meals (Per Diem) list item.

22 55. For this example, the remaining fields for the Meals (Per Diem) Expense Type have been entered. 56. Once all the expense items have been entered, you can complete the report. Click the Check For Errors button.

23 57. If errors exist for any of the expense lines a red flag will appear between the Select and Expense Type columns. Click the Missing or invalid information icon button.

24 58. The Expense Detail for Meals (Per Diem) indicates that information must be entered in the Description field. 59. Enter the desired information into the Description field. Enter "2 days per diem". 60. Click the Return to Expense Report link.

25 61. Notice the values displayed in the Totals section. 62. If you make changes or additions to the expense report, you can click the Update Totals button to refresh the report totals. 63. Click the Vertical scrollbar.

26 64. Use the Save For Later button to save the expense report without submitting it for approval. You can save the report with or without errors and you can modify it later. 65. Click the Save For Later button.

27 66. The Report ID number appears. 67. Note: When you click on the Save For Later button, an Attachments hyperlink will appear, enabling you to add attachments to an Expense Report. This is used only by Central and Worcester. 68. Click the Attachments link.

28 69. Click the Add Attachment button.

29 70. Use the View Attachments page to browse to your local computer to attach a file to the Expense Report. Click the Cancel button. 71. Click the OK button. Step 72. Send a notification of your Expense Report to the Approver, following your campus procedures. 73. Your campus may require you to submit a printed copy of the expense report for approval. 74. Click the More Options list.

30 75. Click the Printable View list item. 76. Continue printing the expense report by clicking the Go button. Note: Check with your campus business officer for specific requirements for the printed expense report. 77. Congratulations! You have successfully created and submitted an expense report. End of Procedure.

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