FMS Expense Report Important Information! You must create an Expense Report within 30 days of returning from your trip. All of your expenses, except Per Diem Meals, require a receipt. Be sure all your required receipts are in pdf. Your expense report populates with information from your Travel Authorization. Create Expense Report 1. Log into FMS using your MEID and password. 2. Follow the path: Main Menu > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify. 3. On the Expense Report screen, click Add. 5. Click in the Business Purpose field, and select the business purpose. (It should be the same as your associated Travel Authorization). 4. Click the Select button of the Travel Authorization associated with this Expense Report. 6. In the Report Description field, enter the name of the conference, event, or activity. (It should be the same as associated Travel Authorization.) 7. In Default Location, click the Look Up icon. Technology Training Services May, 2015
8. In the second Expense Location field, enter the city in which this event took place, and click Look Up. Expenses 1. To verify or edit expense amounts, under the Expenses section, to the left of the Expense line, click the Expand Section arrow. 9. Select the city abbreviation link from the list. 2. Verify or edit all fields within the expense line. 3. Click the Accounting Defaults expand arrow. 4. Double-check that your entire Chartfield string populated including Function. 5. If Function did not populate, click Lookup, select the appropriate function, and click OK. Function definitions are on the next page. Technology Training Services 2
Academic Support: Expenses that indirectly help carry out the primary functions of instruction, research and public service. (ex: libraries, computer labs that are not part of instruction, galleries, dental clinics, audio visual, academic deans, department chairs who don t teach, separately budgeted course/curriculum development) Administration: Expenses related to executive leadership. (ex: Chancellor, Vice Chancellors, Provosts, Presidents, VP s and Governing Board) Auxiliary Enterprises: Expenses related to operations that are self-supporting to provide a service for a fee - only used in Fund 2 accounts. (ex: food services and bookstores) Contingency: Budget classification to cover unforeseen event/emergency. No actual expenses should hit this classification. Public Service: Expenses related to activities to benefit external parties. (ex: radio stations, community services, conferences, public lectures). Student Financial Assistance: Scholarships and financial aid awards. (ex: scholarships, stipends, prizes, and awards). Student Services: Activities centered around students. (ex: enrollment services, student activities, counseling, veterans services, student organizations, cultural events, athletics, and student newspaper). Lodging 1. For Lodging Expenses, click the Expand arrow on the left side. Depreciation: Classification to record depreciation expense. District Office Use Only. General Institutional: Expense related to day to day operations at the Colleges and District Office. (ex: legal, fiscal operations, HR, central IT, software licensing, safety, security, insurance, mail and copy services). Instruction: Expenses directly related to teaching both credit and noncredit courses. (ex: Faculty, department chairs who also teach, teaching supplies, and IT including computer labs directly related to classroom) 2. Verify or edit all fields within the expense line. 3. To itemize hotel bill, click Itemize Hotel Bill link. Operations/Maintenance of Plant: Expense related to buildings. (ex: physical plant administration, building maintenance, custodial, utilities, major repairs and renovations). Other: Classification used as a placeholder until proper fund determined. District Office Use Only. Technology Training Services 3
4. In General Hotel Bill Information section, verify or edit lodging expense information. 10. Click Done. The Expense Report will now display your lodging itemizations in separate lines. 5. If appropriate, in the Charges Incurred on This Bill section, select all charges that are included in the lodging expense. 11. In the Lodging expense line, click the expand arrow for Accounting Details. 6. Click Continue. 7. In the Itemize Hotel Bill window, enter the appropriate information. 8. Click the Non-Reimbursable checkbox for items that will not be reimbursed. Most of your Chartfield string populates. 12. In Function, click the Look Up icon; select the expenditure type, and click OK. (It should be the same as associated Travel Authorization.) Function definitions are on page 3. 9. Click Continue. Technology Training Services 4
Per Diem Meals 1. For Per Diem Meal expenses, click the Expand Section arrow. Your Per Diem expense line now reflects the new per diem total. 6. In the Per Diem Meal expense line, click the Expand arrow for Accounting Details. 2. Verify or edit all fields within the expense line. 3. To make Per Diem deductions, (for example, to deduct meals that were included in the conference), click the Per Diem Deductions link. Most of your Chartfields string populates 7. In Function, click the Look Up icon and select the appropriate expenditure type. (It should be the same as associated Travel Authorization.) 4. In the Per Diem Info window, under the Deduction Flag column, select the meal(s) that will be deducted. (The meals included in the conference.) Notice the deductions are in percentages. 5. Click OK. Function definitions are on page 3. 8. Continue verifying and/or editing all expenses. 9. When finished with your expenses, you must attach all your receipts. Continue to next section. Technology Training Services 5
Attach Required Receipts 5. Click Upload. Receipts are required for all expenses, except meals. All receipts must be in pdf. 1. At the top of your expense report, click the Attachments link. 6. In Description, enter a receipt description. 2. Click Add Attachment. 7. To attach additional receipts, repeat steps 2-6. 8. When finished adding, receipts click OK. Submit Expense Report 1. Scroll to the top of the Expense Report, in the upper right corner, click Summary and Submit. 3. Click Browse to locate your document. 2. In the lower-left corner, click the checkbox certifying the expenses claimed. 4. Double-click on your document. 3. Click Submit Expense Report. 4. Click OK to confirm submission. Expense report has been submitted for approval. 5. Click Refresh Approval Status button. 6. Sign out of FMS. Technology Training Services 6