Create an Expense Report While still on travel status or at the conclusion of your trip, you can build your Expense Report from your approved Trip Request. When creating the report from the request, the report header already has all the information carried forward except for the time of day your trip begins and the time of day your trip ends. Please view the next few slides for detail in building your report.

As shown below, click on Request and navigate to Active Requests As shown below, click on Request and navigate to Active Requests. Choose the correct approved request and click on the blue expense on the far right side of the request. You can then begin to build your Expense Report. AFTER you have initially created the expense report you will access it from the Expense tab.

You will now begin to create a new Expense Report You will now begin to create a new Expense Report. All the information entered at the Request header will carry over to the Expense Report Header except for the time of day your trip started and ended. Enter the times and scroll to the bottom of the screen and click on to move to the next screen where you can begin entering your trip expenses. Please do not change the chartfield entry at this point. If you need to charge another chartfield, you will need to allocate your expenses in the expense report.

Entering Trip Expenses Click on the red New Expense to add a new expense, you will then begin typing the expense type in the white box OR you can find the expense type in the list and click on it. The next slide will show the information needed to input for an expense. Note: If an expense is $25 or more an itemized receipt MUST be attached for the particular expense. It is best to scan or upload receipts individually.

After clicking on the expense type, the box on the right will open and you will insert the expense information. Only the fields with the red lines are required. After you have saved the expense, it will appear on the left side. When you have entered all your expenses you are ready to submit your report. Note: If you need to “itemize” an expense to personal to “max allow” a total amount, please see the slides at the end of this tutorial for an example.

Below is an example of the Expense Report Approval Flow Below is an example of the Expense Report Approval Flow. If you are not sure who needs to be in your approval workflow please check with your division or department administrative person. Once you have submitted the report you will receive an onscreen notification that the report has been successfully submitted with a synopsis of what was entered. Travel Approval will self populate with your travel approver and CANNOT be changed. If this is not correct contact Cindy Levin. Budget approval is an optional step in the workflow. If your report needs a budget approver, enter an * and the name of a budget approver will appear, you can then click their name. You can also click the red X to remove this step from the workflow. Accounts Payable use only! If another approver needs to be added please click the plus sign to add approver and type in their last name and click on it. Please do not add any approvers BEFORE the travel approver or AFTER Accounts Payable.

Thank you! If further information or assistance is needed, please do not hesitate to contact Accounts Payable/Travel at 909-537-5155. Updated September 2017 CL

EXPENSE REPORT PERSONALIZING AN EXPENSE aka “Max Reimbursement Amount” In the attached example, $820 is the total amount however the expense report is “Max Allowed” at $700. $120.00 will need to be itemized to personal so the reimbursement amount will not exceed $700. Please do NOT itemize pre paid expenses such as airfare or conference fees. If you did not prepay either of those expenses it is okay to itemize.

In the expense report, choose an expense, click in the box to open the details to the right. You will now need to click on itemize.

Enter $100 in the box and click Save itemizations.

The next expense chosen is Airfare and $20 has been itemized to personal.

The Total Requested has been reduced by the “Personal” expense itemizations.

When itemizing an expense to “Personal” please do not use the hotel expense or the meal expense as those already have itemizations attached per the travel policy. Any questions? Contact AP/Travel at 909-537-5155.