Entering Mileage Expenses

Transcription

1 Entering Mileage Expenses This lesson shows how to create an expense report for Mileage Reimbursement. You will add mileage reimbursement to a PeopleSoft Expense report. You may create an expense report dedicated to mileage reimbursement only. You may also request mileage reimbursement on an expense report that contains other expenses. When submitting mileage reimbursement, IRS Regulations require that you include a mileage log showing detailed information about date, start location, end location, number of miles and purpose of the trip. You must include your Mileage Log Sheet as your attachment. The Google Map directions are for your information only, and WILL NOT be accepted as a receipt attachment. To begin, click on the Create New button to start your mileage expense report. Creating a New Mileage Expense Report Page 1

2 Ensure that you are adding the expense report for yourself. Note: You will only see this page if you are a Delegate. If you are not, you will go directly to the Expense Report Entry page. Click on the Add button. Note: Any field preceded by an * (asterisk) is a required field and data must be entered into these fields. Creating a New Mileage Expense Report Page 2

3 Enter Report Name: Select from the Business Purpose dropdown the most appropriate selection: Creating a New Mileage Expense Report Page 3

4 You must now check the appropriate boxes for Received Cash Advance?, PDA Expense Included? and Sponsored Travel? In this scenario, all will be No. Note: If you hover over any of the you will see a description of what this is for. Creating a New Mileage Expense Report Page 4

5 Enter the Expense Type from the dropdown list. Select Mileage. Enter the Start Date, then click on the Details button. Creating a New Mileage Expense Report Page 5

6 You will notice that your Start Date defaulted in the Details page: Enter your End Date and how many miles traveled. Note: If you do not know the mileage from one site to another, you can click on the Google Maps icon to get the data: Click on the Directions indicator and type in addresses. Creating a New Mileage Expense Report Page 6

7 NOTE: Reminder this is for information purposes only. You must attach a Mileage Log Form as your Receipt. Trip to West Bloomfield is 24 miles. Note: This may be for only one of your trips if you are calculating a month s worth of travel. Creating a New Mileage Expense Report Page 7

8 Your Amount Spent will calculate when you put the number of miles traveled. If you need a Mileage Log Form, click on the link. This will take you into the Henry website. Click on the Mileage Form link. Click on Open. Creating a New Mileage Expense Report Page 8

9 You can now add your data to the Mileage Form by either typing it in, or printing the form and writing the data in: You will need to save the form by scanning the document and saving it in one of your directories to put into your Expense Report. Creating a New Mileage Expense Report Page 9

10 Click on the Check for Errors button to see if there are any errors. Since there were no errors, click on the OK button in the Message, then click on the Return to Expense Report button. Creating a New Mileage Expense Report Page 10

11 As the attachment has not yet been added, you are receiving a message that the Attachment is Required. Please attach Receipts. To attach the Mileage Log you created, click on the Attach Receipts button. Click on the Browse button, and go to where you saved your Mileage Form. Creating a New Mileage Expense Report Page 11

12 Click on the file to be loaded. Click on the Upload button. Creating a New Mileage Expense Report Page 12

13 Your form has been loaded. Click on the Check for Errors button. You will notice the error that appeared before is now gone. Click on the OK button. Click on the Submit button. Creating a New Mileage Expense Report Page 13

14 You will receive a message asking if you have attached the Mileage Log. If you have, click yes if you have not, click on No and attach the Mileage Log. For this scenario, click on the Yes button. You will receive the HFHS guideline rules for submitting this expense report. Review the rules, and if all are applicable, click on the OK button. Creating a New Mileage Expense Report Page 14

15 You will receive a message indicating that your report number and that your report has been submitted for Approval. Note: You may see a message that says - **Expense Report may take a few minutes to process This just means that the system is processing the data and it may take a short time for this to show up on your Expense Home Page. Click on the Return to Expense Home Page link to review status of Expense Report. If you click on the report, you can see where it is at in the approval process. Creating a New Mileage Expense Report Page 15

16 You will also receive an . NOTE: will be From: PSOFTFS Mailbox Creating a New Mileage Expense Report Page 16