The MIL Corporation. Deltek Expense Report Training

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1 Deltek Expense Report Training

2 Contents Chapter 1: How to Access the Expense Application... 3 Chapter 2: Filling out an Expense Report... 4 Chapter 3: Expense Report Details Chapter 4: Signing the Expense Report Chapter 5: Uploading Receipts Chapter 6: Understanding Supporting Schedules Chapter 7: Workflow, what happens after you submit your expense report? Chapter 8: Expense Authorizations Chapter 9: Frequently Asked Questions Page 2

3 1 Expense Application Chapter 1: How to Access the Expense Application The Deltek Expense module is a web based software that is integrated into Deltek Time Collection. The URL and login credentials for Expense are the same as for Time Collection. This website is best accessed with Internet Explorer or Mozilla Firefox. Page 3

4 2 Expense Application Chapter 2: Filling out an Expense Report To access an expense report, either select on the word Expense Report on the left hand side on the navigational menu or select Expense Report on your MyMenu. To have MyExpenseReports added to your MyMenu, click on Edit MyDesktop Layout and add MyExpenseReports to your desired panel space. Page 4

5 Filling out a new Expense Report: Select New from the Options Area (i.e. the dark blue band near the top of the screen). If creating a brand new expense report, select Create New Expense Report and then select Next. Page 5

6 You can copy an existing Expense Report by selecting Copy Existing Expense Report and using the binoculars to search for the report you want to copy from and then select Next. Note: This function copies over the header information, which can be changed if needed, but does not copy over individual transactions, dollar amounts or other expense information. The next screen displayed forms the Expense Report Header. Fill out or select the following information on the Expense Report Header: Expense Report Date date you are filling out the expense report, defaults to the current date. Expense Report Type Use the drop down box to pick the correct Expense Report Type. The available Expense Report Types are described below: 1. Long Distance Travel, for reimbursement of travel expenses for a trip with a duration of more than 12 hours. This is the default Expense Report Type 2. Local Travel, for reimbursement of travel expenses for a trip with a duration of less than 12 hours 3. MILBucks, for claiming reimbursement for MILBucks rewards 4. Non-Travel Related Expenses, for reimbursement of expenses not associated with a travel claim Note: The inputs required on this page vary depending on the type of Expense Report chosen and may include: Page 6

7 Authorization Travel Authorization associated with this Expense Report (described separately in chapter 8) From First date of trip, you can change this with the calendar icon To Last date of trip, you can change this with the calendar icon. Multiple locations box that can be checked if more than one domestic (CONUS) or (International) OCONUS location is travelled to. Note: If multiple locations is checked, it will gray out the default location box and then after the Next button is selected, it will bring you to a separate screen to choose the locations and dates travelled to. Short Description and Purpose To record a brief description ( <=30 characters) and purpose ( <= 4000 characters) for this Expense Report. Default location The location chosen will determine the Per Diem rates for Meals and Incidental Expenses along with Lodging. The country will default to United States and may be changed by, if you are doing an expense report for outside the US, clicking Clear and then picking the country, state/province (if applicable) and then the locality. Once this is filled out, selecting details will give you the per diem rate for that location. Multiple Locations (optional): Page 7

8 Select Add New Location and that will bring you to the location screen to put in your dates and location. You can add as many locations as needed, however the dates can not overlap more then one day. The dates selected should be based upon which location you stayed overnight. Selecting the checkbox for frequent location will save it as a favorite and then will be there in the drop-down box that says Select Existing Location. Select OK when you are done. Selecting the Charge Allocation : The next screen will take you to the charge allocation screen, that will allow you to pick the charge number to which this Expense Report will be charged. Page 8

9 Use the binoculars to find the charge. The Charge Lookup screen will be displayed. The Charge Lookup for Deltek Expense operates much the same as it does in Time Collection. Continue drilling down into the Charge Tree branches. For billable expenses, type contract charge number to search as you do in Time Collection. Only charges for which you are authorized will be displayed. Page 9

10 Select the box next to the code you want to charge and select add to expense report. Additional charges may be added if this Expense Report is to be allocated among more than one charge code. The Default Allocation % must equal 100. Type in the % amount(s) directly into the allocation % box. Select Save to save the Expense Report header. Adding individual expense transactions is the next step. Note: once the header has been saved, the Expense Report will be available on the MyDesktop screen. It is not necessary to add all of the transactions during this logon session. Additional transactions may be added even after logging out of the system. Page 10

11 Note: Any elements underlined in the system are hyperlinked and will take you to a different place in the software. If changes to the header need to be made, select the expense report number and it will walk you through the wizard again. Once you have completed the header, it will take you to the main Expense Report screen. To continue, you need to add your individual expense transactions by category. Each Expense Report Type has its own set of categories to choose from. Examples of categories available on the Long Distance Travel Expense Report Type are: Airfare Lodging Rental Car Meals & Incidentals Mileage Details are continued in the next chapter. Page 11

12 3 Expense Application Chapter 3: Expense Report Details Entering expense transaction begins by choosing a category. In this example we will add an Airfare expense transaction. Page 12

13 Once the category has been selected, it may be necessary to select a more specific type of expense, for example: Airfare, Checked Baggage Fee, Ticket Change Fee, Travel Agent/Ticketing fee. Each category has its own set of Expense Types to choose from. For example there are different Expense Types associated with the Rental Car category. Use the drop down box to pick the Expense Type most appropriate for the transaction being entered. After selecting the appropiate category, select the Next button. In this example, use the Airfare Expense Type. Page 13

14 After selecting the Expense Type and clicking the Next button, the detail information screen will display. Each Expense Type may have its own set of required information. For example, Cabin Class is required for Airfare but not for Car Rental, Business Purpose is required for Business Meals expenses. Fill out the required information on this next screen and select the Next button. Note: Comments may be utilized to optionally add any additional information. The next screen is where the expense amount incurred is entered. In addition to the Expense incurred, choose the method that was used to pay this expense (e.g. Company Paid credit card versus Employee Paid) Please note that all company paid airfare, hotel or other travel expenses need to be included in your expense report. Page 14

15 Your next screen gives you the option to change the charge number to which this expense transaction will be coded. It will default to the charge number that you put in the header of the expense report. Page 15

16 Depending on the charge number chosen, you might have a drop down box under Charge Type, use the drop-down box to select the correct information (e.g. Billable or Overhead) and this will automatically fill out the remaining accounting distribution. If you want an expense to be charged to a different allocation, select Add Allocation. The drop-down box that says Expense Portion, will show where the Under Ceiling, Over Ceiling and Unallowable are being charged. If you need to split the allocation between charges, select Add Charge Allocation. At this screen,select the binoculars to find a new code. Page 16

17 It will add another line, then you can select the binoculars to add a charge. Note: You need to make sure the Allocation % equals 100. Select Ok to continue. Page 17

18 Once you have completed the charge allocations, select the Save button. Select Save and the application commits the transaction and returns to the Expense Report Header screen. Page 18

19 Please note that list of attendees are required for Business Meals/Team Lunch expenses. Click on Add Attendees and use binoculars to search for MIL employee, or type the names, title and company for non-mil employees. Continue by adding the remaining individual expense transactions that comprise this Expense Report. Page 19

20 4 Expense Application Chapter 4: Signing the Expense Report Once all of the transactions have been added, the next step is to sign it so it can go through the approval and payment processes. The signature box has an icon of a pencil on paper next to it. Select that icon to electronically sign the Expense Report. Page 20

21 The receipt dialog box will pop up, indicate whether or not you have a receipt for the expenses listed. Note: An explanation will be required if the Missing Receipt box is checked. Select Next to continue. Page 21

22 The next step is to input your password. If you are signing an expense report for someone else, enter your password. Enter your password and select the Sign button. This screen will pop up asking if you want to print the Receipt Traveler. If you select No, it can always print it later by going to the header and selecting the Print button from the Options area. Page 22

23 All reports print in a PDF format to the screen. You can print a hard copy if desired or save a soft copy to your computer or network. Page 23

24 5 Expense Application Chapter 5: Uploading Receipts Once you have completed and signed the expense report, you need to upload your scanned receipts to the system. All receipts must be scanned into one pdf document as the Expense application does not support more than one image file Next to the signature box, you will see the icon that says Show Supporting Schedules. Select Show Supporting Schedules and scroll down until you see Receipt Status. Notice the receipt status next to line 4, 5 and 6. Mileage and Per Diem Meals do not require a receipt and are displayed as N/A. Page 24

25 Select the Load Images button. The following pop up box will appear to allow you to browse to find your receipts. Reminder: All of the receipts must be in PDF file format and contained in one file. For example, if you have ten pages of receipts they all must be contained in one file. Select Browse and navigate to the scanned image pdf file and then selec the Upload button. It will then be attached to your expense report. By selecting View Receipts, you will be able to see the image file that has been attached to this Expense Report. Page 25

26 Page 26

27 6 Expense Application Chapter 6: Understanding Supporting Schedules The supporting schedules display detail information regarding many of the fields on the expense report. Select Show Supporting Schedules at the bottom of the Expense Report to view all the information. 1. Receipt Status - This Schedule shows the receipt status for the expenses that are on this expense report. Page 27

28 2. Report Status Schedule - shows the status of the expense report, any tasks that need to be performed and who is eligible to perform them 3. Charge Allocation Schedule - This Schedule shows the Charge Allocations that were used on this expense report. 4. Company Paid Schedule Displays any transactions which were dentered with a Company Paid Pay Mehod. Note: Your reimbursement is reduced by any Company Paid transactions Page 28

29 5. Over-Ceiling Schedule Amounts that are on the Over Ceiling Schedule represent those amounts that exceeded company determined guidelines or government issued rates (i.e. Lodging Per Diem) 6. Revision Schedule - shows any changes that were made to the expense report after the expense report was signed. 7. Voucher Distribution Schedule - shows the break out of each expense and the General Ledger accounts that have been charged for expenses on this expense report. Page 29

30 8. Labor Support Schedule - shows the Labor charges that were made during the same time period as were used on this Expense Report. 9. Unallowable Schedule shows any Unallowable charges that were used on this Expense Report. Amounts that are on the Unallowable Schedule represent those amounts that were entered as unallowable per company policy, e.g. alcohol. Page 30

31 7 Expense Application Chapter 7: Workflow, what happens after you submit your expense report? After the Expense Report has been signed and receipts uploaded, the next step is the approval process. In the Supporting Schedules, the Report Status Schedule shows the workflow steps that must be completed in order for the report to be exported to GCS Premier and reimbursed to the traveler. Once it has been approved by the Primary Supervisor (manager) then it will show who approved it and what time. Depending on your divisions, it might require additional review and approvals. If the Primary Supervisor or Expense Adminstrator rejects the expense report for any reason, then it will show up as red on your desktop that is has been rejected. Page 31

32 Select the box next to the expense report and select Launch to view the report. Select Show Supporting Schedules. Page 32

33 Scroll down until you find Revision Schedule This will give you the reason the expense report was rejected and when and who rejected it. Go into your expense reports and make any necessary adjustments, by following the directions in this handout for filling out an Expense Report. Once completed sign the Expense Report again. Page 33

34 8 Expense Applications Chapter 8: Expense Authorizations Use the Expense Authorization (EA) screen to estimate expenses and to enter charge information for expenses that will occur in the future. You may also use this screen to request a cash advance. Supervisors will use it to approve or reject the expense authorization, and to approve or reject cash advance requests. From the Expense Authorization screen you may create a new record or search for an existing one. The entry process is very similar to the Expense Report itself. Click the New link to create a new authorization. Page 34

35 Authorization Date: Today s date defaults; can be changed by clicking the calendar icon Authorization Type: Choose from the two report types that use an authorization From/To Dates: Use the calendar icon to select the start and end dates of the trip Multiple Locations: Check this box to enable multiple Per Diem location option Short Description: Enter a brief description of this request (30 characters maximum) Purpose: Enter a longer explanation describing the reason for this trip (4000 char max) Default Location: Choose the Country, State/Province, and County being travelled to. Click the Next button to continue the Expense Authorization entry process. Cash Advance Request, if one is being requested, enter the amount of the cash advance and the reason for requesting it. Note: A maximum of 3 cash advances can be outstanding at any time. Click the Next button to continue. Page 35

36 Charge Allocation, enter or use the Charge lookup to designate the charge number this trip will be charged to. Note: more than one charge can be entered here, but the total allocation must add up to 100% Click the Save button once the charge allocation has been specified. Note: Saved Authorizations can be seen and accessed from the MyDesktop screen. Next step is to add the estimated expenses. Start by clicking the Add link. Page 36

37 Choose the appropriate Category and Expense Type from the drop downs menus, e.g. Lodging. Note: For Lodging expenses, the Estimated amount is computed by multiplying the per diem ceiling for your location by the number of nights computed by the Start and End Dates. The estimated amount may be overridden if desired. Click the Next button to continue. Page 37

38 If desired, the Charge Allocation can be changed at this point. Click the Save link to continue. Estimated expense is committed to the record. Continue adding other estimated expenses by following the steps above. Page 38

39 Once the estimated costs have been added, complete the authorization by clicking in the signature block to electronically sign the Expense Authorization. Complete the signature process by entering your password and clicking the Sign button. Once signed, your authorization is routed to your Primary Supervisor for approval. You will receive a workflow notification once your Expense Authorization has been approved. Page 39

40 9 FAQs Chapter 9: Frequently Asked Questions 1. I don t see Expense Reports on my navigational menu. If this is your first time filling out Expense Reports electronically, to get access to the system. 2. Why is my Load Image button for receipt uploading greyed out? Expense Report has to be signed before receipt can be uploaded. The Load Image button will be available once you sign your expense report. Make sure your receipts are in PDF Format and is only one file. 3. What if I want to submit multiple unrelated expenses in one Expense Report? You can only combine expenses for one purpose in one Expense Report. For example, taxi expense for meeting at client site and MIL bucks rewards has to be submitted separately. 4. How do I know if my expense is a billable or overhead charge? Ask your supervisor or Project Manager to confirm the correct application of expenses. for any questions relating to the Deltek Electronic Expense Report. Page 40

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