Brief description:

This Quick Topic provides an overview of creating, editing and submitting an expense voucher. A description of the approval process and expense statuses is also provided.

What’s covered in this document:

Expense Report Creation

From either Expense > Dashboard or Expense > List, click the +Expense link in the right corner above the grid to create a new expense report

Expense Report Summary Screen

The Summary page captures information about the trip or expense report as a whole.

PURPOSE and LOCATION

Enter the purpose of the expense and the location where it was incurred.  

PROJECT and TASK

Choose a project and task (where applicable) from the dropdown menu to report the expenses. The list will include all assigned projects available for the expense user.

ALLOCATION

If this expense report is for one project, ALLOCATION (%) should be 100%. If the expenses are for more than one project, you can define how to allocate the expenses to each project. For example, if the employee travels to one location to work on two projects and wants to evenly split the expenses, he/she would do as follows:

  1. Add one more row by clicking the Add a row icon beneath the existing entries.
  2. Enter "50" for ALLOCATION (%) for each project to split the expense equally. 
  3. Click Save if complete, or Details to add specific line item information.

    Note: Clicking the Details button will automatically save the request and direct the user to the Expense Report Details screen. 

Expense Report Detail

The Expense Report Details screen is used to record the detailed expense items.

Adding Rows to the Expense Report Details Screen

Click the Add a row icon to add more expense detail rows. A sample details screen is shown below.



Expense items are entered as individual rows on this screen. Required fields include DATE, EXPENSE TYPE, AMOUNT, and PAYMENT METHOD.

The buttons at the bottom of the screen represent the actions that can be applied to the expense report. 

Expense Wizards

Many of the Expense Types are associated with an Expense Wizard, which will pop up when you click the AMOUNT field. Each wizard is unique and should be populated with as much information as possible. Additionally, the wizard allows you to enter the paid currency and exchange rate, a vendor, and to check if a receipt is provided.

Some expense type wizards may also contain a list of applicable vendors. Select the vendor from the dropdown menu. If the vendor you used for the transaction is not included, you can type the Vendor into the Vendor Name field. 

Display Custom Text Messages on Wizard

It is possible to display custom text messages on a wizard in much the same way you would for a timesheet. HTML tags are allowed to format the message (but not required).

Note: If HTML is not used, the message will display in bold text under the title.

Expense Report Attachments

Attachments can be associated with the expense report as a whole, or with an individual line item. See the topic below for detailed information.

Attachments For Expense Reports & Customer Invoices

Completing an Expense Report

Once all the details have been entered, click Save. This preserves the expense report in the user’s queue for future modification. It will not be submitted for approval and reimbursement until Submit is clicked.

Expense Report Status

Navigate to Expense > List to see all your active expense reports and their current status. The status of the expense report will be one of the following.

Submitting Expense Reports

It is critical to review your expense report for accuracy prior to submitting it. Click Submit to move the report into the approval stage. A text dialog is displayed where the user can enter optional comments for this expense report. 

The approval of an Expense Report is required from Finance and the Project Lead(s) of each charge number associated with the expense. These approvals are allowed to proceed in parallel, as either approver can act before the other.