Expense Report Entry

Expense Report Entry – Occasional User View

Link to Peoplesoft Finance:

Bookmark it if you like.

Click on Finance Production v9.1

Navigation: Employee Self Service –Travel and Expense Center -- Expense Report -- Create.

Your Employee ID will appear. If you are doing an expense report for someone else, click on the magnifying glass and the list of employees you are authorized to enter for will appear. If you are doing a report for yourself, simply click ADD.

You will see a screen that will enable you to select a travel authorization. If a travel authorization is not going to be brought into your expense report, click on “Return to Expense Report Entry “

You will see a blank expense report entry screen.

Use the description field to describe your expense report. Examples: conference that was attended and location, Monthly Mileage Report-Jan09, Office Supplies Reimbursement, etc.

The Business Purpose is a required field. The choices in the drop-down menu are:

Conference, Donor Related, Entertainment, Morale/Team Building, Other-Written Descr Req’d, Recruitment, Training, and University Meeting. If other is chosen and the Description field does not clarify the business purpose, put the description in the Comment box.

The Comment box should be used to include any information about the reimbursement that isn’t included anywhere else. This example, for an out-of-state trip shows the date and time that the traveler was on travel status.

The Accounting Defaults link is where the Chartfield information or SpeedChart is

entered. You can get your speedchart from your Business Manager.

This is what you will see when you click on the link

Enter your SpeedChart here. When you tab out of that field the chartfield information will populate and the SpeedChart will disappear from the box.

You are ready to enter your expense report lines. Below are explanations for the various fields in the expense report.

1 – Click on this link to access a table of high end per diem rate cities. High end city per diem rate is $71.00 per 24 hour period. Any other city is $46.00. The breakdown is below:

Incidentals include hotel maids, baggage handlers, and porters. Any meals included in a conference will be deducted from the per diem amount.

Per diem will be reimbursed for a 12 hour period, however since the IRS doesn’t recognize this as being on travel status, you must select “taxable reimbursement” in the expense type. The $5.00 incidental amount is not included in a 12 hour per diem reimbursement. 12 hour per diem for high end cities is $33.00 and for other cities is $20.50.

2 – The Expense Date will usually be the date of travel. In the case of Airfare it should be the date of departure. In the case of Hotel/Lodging it should be the first night’s lodging. For purchased reimbursements it should be the receipt date.

3 – There are two Payment Types: Out of Pocket and Paid via Procard. Choose Out of Pocket when the employee used their own money for purchases. Choose Paid via Procard when the University Procard was used for the purchase.

4 – Billing Type is used to identify whether the travel was In-State, Out-of-State, or Foreign. Non-Travel should be chosen when reimbursement is for supplies or Business Meals. Procard must be chosen when the payment type Paid via Procard is used. Failure to do so will result in a duplicate expense for that reimbursement on reports.

5 – The detail link opens a view where the expense description and other information are entered. The Expense Date, Payment Type and Billing Type can also be entered here instead of the header page.

6 – The “No Receipt” checkbox should not be used. A missing receipt affidavit is still required when receipts are lost.

7 – The Description box is used to add supporting details for the expense type chosen. The description for Mileage should include where you went and why you went. When calculating mileage, the shortest distance is used, whether it’s from your main office location or home. The description for Per Diem should list how many days per diem you are requesting and also list any meals that were included as part of a conference or business meeting. If not listed elsewhere, the Per Diem description should also list the dates and times of departure and return.

8 – The accounting detail link will show the accounting detail for the expense line. You should never have to change the account code listed here, it should default from the combination of Expense Type and Billing Type chosen. If the account code does not default in then you have chosen an invalid combination. For example, if Mileage is chosen with the Billing Code “Non-Travel Expense” no account code will default in since all mileage is travel-related. This can be used if different speedcharts are used for different in-state trips.

9 –Add Additional Attendees. This is used when “Business Expense” is selected.

9a-Here you can add attendees, click on the “+” sign to add. Reminder: “Buddy Lunches”, (an employee taking out another employee for a meal for a business meeting) are not allowed.

10 – Click on a box on an expense row and click on Delete Selected to delete a row or rows.

11 – Use New Expense to add multiple rows of the same expense type or choose Multiple Expenses where a list of available Expense Types is listed. Expense Types can be chosen to appear only once or to appear for all days within a date range.

12 – Check for Errors after entering your information will display any missing information for a line or lines.

13 – The total for Employee Expenses is the total of the whole report. This is not necessarily what the employee’s reimbursement will be.

14 – The total for Prepaid Expenses is actually the amount of the trip that was paid using the University Procard. For out of state, overnight trips, procard charges must be on the expense report and receipts attached.

15 – Due Employee is the amount the employee will be reimbursed.

16 – You may access the Printable View of an Expense Report. Once in the view you must use your browser to actually print the report.

17 – Save for Later – Expense Reports can be started and then saved. To access your report navigate to Create and click on Find an Existing Value.

18 – After the expense report is saved, a link to attach copies of receipts will appear. Click on the hyperlink to select a file of receipts that were scanned. Select “Choose File”, choose the file from your desktop, then select “Upload”. See example below.

NOTE: Attachments should be in PDF or other imaging format such as JPEG or TIFF.

MS Word or Excel should NEVER be used.

19 – Submit – Once a report is submitted it can no longer be accessed by the employee or authorized user unless it is “Sent Back” by an Approver. Once an Expense Report is approved it can be staged for payment.

After “Submit” is selected, the “Notify” button is visible. This is where you will let the supervisor know that a report is ready to be approved. Click on the “Notify” button. Here is where you will enter the name of the approver for your department. Enter the approvers name and hit “Search”, then “Add to Recipient List”.

Please Note: UITS Employees MUST include Bob Taupier in the notification as well as your supervisor/approver.

Put the report number in the subject line and hit “OK”. See examples below.

IMPORTANT REMINDERS:

No expenses can be entered with a date prior to 01/01/07.
If Payment Type of Paid via Procard is used, Billing Code must be Procard.
If Expense Type – Business Meeting is used there must be a list of attendees.
If using credit card receipts, please make sure that all but the last 4 digits of the card number are blacked out.
Bob Taupier must be notified as well as your approver that a report is ready for approval. (UITS Employees only)

Updated on 9/28/2018