ERC: Create an Expense Report Quick Reference Guide

Transcription

1 You can create an expense report within the ERC Employee Self Service. This Quick Reference Guide will take you through the steps for successful expense report creation and submission. This QRG also provides prevention and solutions to specific errors that may occur when creating an expense report. 1. Access the ERC and select Employee Self Service and Travel & Expense. In the Detailed Navigation pane, click on Create My Expense Report. 3. Enter the Start Date, End Date, Destination, Activity and Reason. The Comment field is optional. 2. Select Business Trip from the Schema drop-down and click Start. 4. If claiming personal mileage, enter the Total Distance traveled, and click the Enter Mileage Details button. * Business Trip should be used for most expense reports unless spousal travel was involved. Non-travel related expenses should only be used when directed by Human Resources. Page 1 of 8

2 5. To split the travel distance between two dates, in this example, change the Miles Driven on 7/15/15 to 240. Click Accept and New Entry, add miles driven on 7/17/16, and click Accept. For your future expense reports you will enter each leg driven. 8. The Available Credit Card Receipts are displayed for your selection. 07/17/ After clicking Accept the screen updates. Click the Exit to General Data button to move forward in the process to enter receipts. If the Available Credit Card Receipts table or the Receipts in This Expense Report table is not visible, right click next to the table heading, click User Settings, Invisible Elements and click the appropriate Restore Table option. 7. The Create Expense Report screen displays as before. Click the Enter Receipts button. Page 2 of 8

3 9. Select each receipt for your expense report by clicking the box to the left on the Available Credit Card Receipts table and click the Include in This Expense Report button. 11. Click the Expense Type drop-down to select a different Expense Type for the receipt. For this example select Lunch. After clicking the Include in This Expense Report button, The Receipts in this Expense Report table displays your selection. The default Expense Type will be Breakfast for all meals. Tip: When changing the Expense Type you may click the dropdown and type the first letter of the expense type. In this example typing L would bring up Laundry, and then you would scroll to select Lunch. You can also type the first few letters of the Expense Type or type the entire Expense Type. 10. Click the selection box next to the receipt to change the Expense Type. Page 3 of 8

4 12. Type a Description and Location for this receipt. Comments are optional. Click Accept if there are no additional receipts for this trip. Click Accept and New Entry to continuing adding receipts by repeating previous steps 9 and 10. When you click Accept and New Entry, a line appears and the Origin displays Entered Manually. You may select another receipt or add a cash receipt for reimbursement on that line. To subsequently create a receipt click New Entry. If you do not need to add a receipt, be sure to select the blank line and click Delete. This will prevent receiving an error message when you attempt to review receipts. If you see the error message shown to the right, click the Previous Step button then select the blank line and click Delete. You will then be able to move forward with your review process. Page 4 of 8

5 If the Status field for a receipt has a red light, additional information is required. * Yellow lights are a soft warning which you can proceed through. 15. To show how to split room charges between each night we will show the example from 07/15/2015 to 07/17/2015. To split the receipt into two receipts, you would type 2, in this case, in the Number of Receipts to Create: box. The full amount of the charge is populated. Select either Divide Entered Amount Among New Receipts or Apply Full Amount to Each New Receipt. Click the Create Receipt(s) button. 13. To correct a red status light, click the button to the left of the receipt to select it. A details section opens directly below. Required fields are indicated with an asterisk. Changed ending date from In this example we will accept 07/16/2015 to 07/17/2015 the default Divide Entered for illustration purposes. Amount Among New Receipts. 07/17/ If the receipt requires itemization, click the Enter Itemization button. If you need assistance with itemization, help is available. Refer to the Itemization of Expenses Quick Reference Guide on ERC/Help/Employee Self Service. Page 5 of 8

6 16. The Create Expense Report Screen containing Itemization Information displays. Click on the Expense Type for New Receipts drop-down and, in this example, select Room charge (incl. tax). Click the Create Receipt(s) button. 17. When all receipts have been entered (and have green or yellow status lights), click Review. $ USD $ USD 18. The Final Action page displays. Review the screen and Click the Save Draft or Save and Send for Approval radio button. Page 6 of 8

7 19. The Save and Send for Approval Button appears. Review the system messages and then click the Display Expense Form button. Click the button to forward the expense report to the approver. ERC: Create an Expense Report Quick Reference Guide To check expense report status, click My Trips and Expenses in the Detailed Navigation pane and select your report for details. 20. The Expense Report Transmittal Coversheet displays a summary of expenses. At the bottom of the sheet, the receipts that are required to be submitted are listed. Receipts can be submitted by printing the coversheet and faxing accordingly or by uploading receipts. Please reference the Attach Receipts QRG. Page 7 of 8

8 21. The expense report will be placed in workflow once receipts are attached. Note the screen shows that a receipt has been received: Facsimiles (1). Check your expense report status and see details at ESS/Travel & Expense/My Trips and Expenses. ERC: Create an Expense Report Quick Reference Guide The status is displayed in the detail area and can have the following values. Additional help can be found in the Review Expense Report Status QRG. Page 8 of 8