Creating an Expense Report from a Blank Report Form. These instructions are designed for those who do NOT need a Travel Authorization.

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1 Creating an Expense Report from a Blank Report Form These instructions are designed for those who do NOT need a Travel Authorization. Expense Reports are required for the following reasons: Document all the authorization for travel within the state of Washington Document the approval of travel related expenses for all CWU authorized travel. Note: If this Expense Report is related to a trip where a Travel Authorization was created, there MUST be a link to the original Travel Authorization. The Traveler assumes the responsibility to: Be knowledgeable of the University procedures regarding travel and reimbursement of eligible expenses. Complete all necessary information on the Expense Report and electronically attach any required receipts. Submit the Expense Report in a timely manner. Certify that the expenses were necessary for University business, were personally paid for by the traveler, were not reimbursed by any other person or entity and, to the best of their knowledge, are correct and eligible for reimbursement under University travel regulations. Understand that if assigning a Delegate for entry purposes, the delegate is authorized to act on your behalf but does not release you, the traveler, of the responsibility to act ethically and in accordance with University travel regulations. 1. Log into Wildcat Connection Guide Create an Expense Report from a Blank Form Page 1 of 17

2 On at CWU Home Page click on the link in the upper right corner of the page. Enter your Wildcat Username and Password. Click the button. Guide Create an Expense Report from a Blank Form Page 2 of 17

3 Click the Financial Management System (FMS) Link. Click on the link for FMS Production (Authorized Users Only). Guide Create an Expense Report from a Blank Form Page 3 of 17

4 Avoid using your browser s close button to close out of FMS Production. Instead, use the buttons or links at the bottom of FMS pages to return to the previous page. For security purposes, the FMS Production system automatically logs you off after 30 minutes without an option to save. Always use the FMS to sign out of FMS. Click on Main Menu Navigation: Employee Self Service > Travel and Expense Center > Expense Report 2. Click Create. If you ve been delegated entry authority for another individual, next to the Empl ID field click on the Magnifying glass. 3. Click the Look Up button. Choose the appropriate EmplID. Click the Add button. Guide Create an Expense Report from a Blank Form Page 4 of 17

5 4. Select A Blank Report in the Quick Start drop-down list. Most often, A Blank Authorization is the default. Click Go. Other Options are A Template, An Travel Authorization, An Existing Report. A new expense report from a blank report form will open. 5. Guide Create an Expense Report from a Blank Form Page 5 of 17

6 6. In the *Description field, you need to enter in this format (last name, destination, and date of trip). This description is used for FMS Monthly Reports and for ease of finding travel authorizations. (e.g. SMITH Seattle 3/16/13) Click the Business Purpose drop-down list. Select the entry in the list that most closely identifies the purpose of the trip. See the graphic below Click in the Comment field to indicate information relevant to your trip. For example, if you are traveling on a grant or plan to take personal time during your stay please note it here. 9. Enter Departure Date and Time Enter Return Date and Time Select from the drop down list, your Official Station. This indicates where work is performed on a permanent basis. Guide Create an Expense Report from a Blank Form Page 6 of 17

7 Enter your Official Residence. This indicates the employee s primary residence. Example: Ellensburg, WA Reference Field is currently not required. To indicate the destination of your trip, you can use the Default Location field. If you enter a value in this field, it will populate information in each of your expense detail lines. To enter a value, click on the magnifying glass. This will take you to a new panel. You will see a Search By feature. Either search by Expense Location or Description. For Searching by choose from the drop down list Expense Location, type in beginning letters of city and click Look Up. 14. To Search By choose from the drop down list Description, type in beginning letters of city and click Look Up. Guide Create an Expense Report from a Blank Form Page 7 of 17

8 If your city does not appear in the list, choose Other from the alphabetical listing of cities for that state. You may also use the Advance Lookup features by clicking on the link. This provides other methods of searching including the use of the Contains where you can enter the city name (or part of it) and search on just that value. Click the Attachments link and upload the needed attachment document (such as registration document). Click on the Paperclip icon. 15. Click the Browse button. Guide Create an Expense Report from a Blank Form Page 8 of 17

9 Find the file you need to upload. Click the Open button. Click the Upload button. Finally click the button. Guide Create an Expense Report from a Blank Form Page 9 of 17

10 In the Details section, click on the arrow in the first drop-down box under Expense Type and select the appropriate expense type value. Examples are shown below Click the Calendar icon besides the Expense Date field and select the date the expense was incurred. Note: This cannot be a date in the future. 18. Enter the Amount Spent for the Expense Type. Guide Create an Expense Report from a Blank Form Page 10 of 17

11 19. Select how the expense was paid from the drop-down menu under Payment Type drop-down list (e.g. PCard, personal funds). Note: This indicates how the expense was paid for. 20. The Billing Type will auto-populate. Click the Detail link at the far right of the row. A page will open showing the Expense Detail for the particular expense line being entered. Note: Every field marked with an asterisk is required. Fill out the other required fields with an asterisk (*) for this expense (e.g., for mileage the number of miles and a description of the trip(s), etc must be entered). For other types of expenses the number and nature of required fields will change. 21. Guide Create an Expense Report from a Blank Form Page 11 of 17

12 22. Verify or enter the date the expense occurred in the Expense Date box, or choose the date by selecting the calendar icon. 23. Verify the Payment Type value. 24. Leave the Billing Type as what defaults in. 25. Enter or verify the correct Location in the Location field. 26. Click on the appropriate box to the right of Payment Type to place a checkmark besides No Receipt or Non-Reimbursable if either of these conditions are true. If No Receipt is checked an explanation is required in the Exception Comments Guide Create an Expense Report from a Blank Form Page 12 of 17

13 field at the bottom of the page. (No Receipt does not need to be checked if a receipt would not be expected as in the case of automobile mileage.) 27. Enter a description in the Description field related to the Expense Type. 28. If the expense amount is higher than the allowable limit (e.g., went over on food allowance, an explanation MUST be included in the Description field. Click on Accounting Detail link. In this area, the user enters the Project ID number that the trip expenses will be charged to. If the traveler has been assigned a default project, the default project number will be displayed in the field. If there is no default for this traveler (or if this trip will be charged to a different project), the PeopleSoft project number is entered by typing it into the field or by clicking on the magnifying glass and searching and selecting the number from the list. Note: If one expense will be charged to two or more departments, DO NOT split the expense. Instead, enter each part of the expense on a separate row on the front page of the report. Only in this manner can the appropriate individual approve each part of the expense. (Each row can only be approved, but a row can only be approved by one departmental approver, not by two or more.) 29. Never change the value in the Account field. This automatically populates based on the Expense Type chosen. Enter the appropriate Project ID number and tab out of the field. Enter the correct Operating Unit. To assist with Accounting Detail information when entering multiple expense lines Guide Create an Expense Report from a Blank Form Page 13 of 17

14 with the same Project ID and Operating Unit, you can set up Accounting Defaults. Click on the Accounting Details link under the General Information Section of the Travel Authorization. Enter the Project ID and Oper Unit (Operating Unit) you would like to have defaulted in for all your expense lines. Click the OK button. 30. When adjusting the chartstring(s) is complete, click OK to return to the Detail Page for this expense line. 31. When the Expense Detail for this line of the report is complete, click on the yellow Check Expense For Errors button. This button checks to make sure that a necessary field did not get omitted and that a valid chartstring was entered. 32. Any errors or omissions will be flagged and highlighted in red. Correct or complete the highlighted fields and click Check Expenses for Errors until there are no longer any fields which are highlighted. Guide Create an Expense Report from a Blank Form Page 14 of 17

15 33. Click the Return to Expense Report link at the bottom of the page. 34. If more expense lines are needed, click the + sign at the end of the last expense line to add a new line. (Alternatively, select New Expense from the drop-down underneath the last expense line and click the Add button.) 35. Click the Save for Later button frequently to ensure that the work is being saved. To duplicate particular lines on an expense report (e.g., there are similar expenses to list for multiple days), click in the box to the left of the expense line(s) to be copied, in the column marked Select. (This puts a checkmark in that box.) Then click the Copy Selected button. Choose whether to copy to one date, or a range of dates, and whether to include weekends and/or holidays. When finished, press the OK button.) To delete particular lines on an expense report, click in the box to the left of the expense line(s) that requires deletion, which is in the column marked Select, and press the Delete Selected button. Guide Create an Expense Report from a Blank Form Page 15 of 17

16 To save this Expense Report to be edited/submitted later, click the Save for Later button. Then the navigational menu or the Sign Out button can be used to moveon to another task. 38. When finished with the report, it needs to be submitted for approval. Click Submit to send the report into the corresponding approver s workflow. Note: Be advised that when a report has been submitted, it is no longer accessible for editing. The report is sent to the appropriate approver s workflow. Once an Expense Report has been submitted and you would like to view it. Navigate: Employee Self Service > Travel and Expense Center > Expense Report > View 39. Use the Search tools to find the report. Select the appropriate report from the list. Definition of Terms Commonly Used Under Status: Pending... Not Yet Submitted Submitted... Awaiting Approval Approved... By Departmental Approver In Process...Approval from Multiple Departments in Process Denied*... Not Approved (and Effectively Dead) Staged... The Check Is Set Up to be Printed Paid... Money Dispersed or Ready for Disbursement Reconciled...Cash Advance is Reconciled with Expense Report Guide Create an Expense Report from a Blank Form Page 16 of 17

17 Note: *A report which has been Denied cannot be resubmitted a new report will have to be created. Guide Create an Expense Report from a Blank Form Page 17 of 17