Create an Expense Report for Another Employee Quick Reference

Transcription

1 In order to complete an expense report for another employee, that employee must first set you up as a substitute in the ERC. Once that has been completed, the first section of this guide explains a Personalization process that only needs to be completed one time to add employee(s) for whom you are completing a report. The second section covers creating the expense report. Personalization (One-time Process) 1. Click Employee Self-Service/Travel & Expense/Create Reports for Others. 3. Click the Search Help icon in the Selection By field. 4. Click the box to the left of the Selection Using List of Personnel Numbers option and click OK. 5. Click Save and then close the Personalization pop-up window. 2. Click Personalization. The Personalization pop-up window appears. 6. Click Create Reports for Others again to refresh the view.

2 7. The Personalization button has now been replaced with Add Employee(s) and Remove Employee(s) buttons. Click Add Employee(s). The Add Employee(s) pop-up window appears. Create Expense Report for Others 1. Click Employee Self-Service/Travel & Expense/Create Reports for Others. 8. Type the employee s ID number in the Personnel Number field, or click the Search Help icon to search by last name/first name or other criteria. Click OK when the search process is complete and the field is populated. 9. The selected employee has been added to the Employee List and will remain there unless you select the record and click Remove Employee(s). If you have been nominated as a travel entry substitute for more than one person, you may click Add Employee(s) and repeat the previous steps as needed. 2. Click the button to the left of the employee for whom the report is to be completed.

3 3. Click the Expense Reports tab, then Create New Expense Report. 6. If claiming personal mileage, enter the Total Distance traveled, and click Enter Mileage Details 4. Select a Schema and click Start. 7. For each leg driven, enter the Date, Miles Driven, Start Location, and End Location. Click Accept and New Entry to add a new line to complete. Click Accept when complete, and then click Accept again to return to the initial screen. Entering mileage details is optional, but may be required by your department. * 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. 5. Enter the Start Date, End Date, Destination, Activity and Reason. 8. Click Enter Receipts. 9. If there are credit card receipts in the system that fall within the date range of your expense report, they will be displayed in the Available Credit Card Receipts section. Click the Available Credit Card Receipts button to review. Click the button to the left of a receipt to select it and click Include in This Expense Report if applicable.(you may also change the Receipts Within Trip Duration drop-down to All Receipts to ensure all receipts are displayed, i.e. flights that were booked prior to your trip.)

4 12. To correct a red status light, click the button to the left of the receipt to select it. A details section opens directly beneath. Required fields are indicated with an asterisk (*) and differ based on expense type. If AMEX symbol is not visible, receipt was entered manually. 10. The selected receipt moves to the Receipts in This Expense Report area. You may also click New Entry to manually add receipts. Manually added receipts will result in reimbursement to the employee, not AMEX and should only be used for cash receipts. 13. Click Accept or Accept and New Entry (to continue adding receipts by repeating the previous steps). If itemization is needed, see steps If all receipts have been entered, see step If the Status field for a receipt has a red light, additional information is required. Note: all receipts for meals will initially come over labeled as Breakfast and will need to be revised, as applicable.

5 14. If the receipt requires itemization, click Enter Itemization. 17. Leave the Adjust Receipt Date and/or Adjust From Date and To Date selection boxes checked if the system should automatically apply dates as multiple receipts are generated. Enter any other information as needed, then click Create Receipt(s). 15. Select an Expense Type for New Receipt(s) from the drop-down menu, then click Create Receipt(s). If you have non-reimbursable expenses select the Personal Charge-Not Reimbursable expense type. 16. Complete the Number of Receipts to Create field (equal to nights stayed, number of days for parking, etc.), Amount, and select either Apply Full Amount to Each New Receipt or Divide Entered Amount Among New Receipts.

6 18. If additional dollars need to be itemized (the Balance amount updates as receipts are added) then click Create Receipt(s) and repeat the previous two steps. If the Balance is at zero and everything is correct, click Accept. 21. Click the Save and Send for Approval or the Save Draft radio button. 19. If additional assistance is needed, please see the Itemization of Expenses QRG. 20. When all receipts have been entered (and have green or yellow status lights), click Review. 22. Selecting the Send for Approval radio button causes the Save and Send for Approval button to appear. Click the button to forward the expense report to the approver. * Yellow lights are a soft warning which you can proceed through.

7 23. Review the system messages and then click Display Expense Form. The message can be opened to display the reason for rejection. The report must be resubmitted to restart the approval process. Transferred to FI The report is in process or has been processed by Accounts Payable for payment. Payment will be made within 3-5 business days of final approval. Additional help can be found in the Review Expense Report Status QRG. 24. 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 see the Attach Receipts QRG. 25. The expense report will be placed in workflow once receipts are attached. 26. To check expense report status click My Trips and Expenses in the Detailed Navigation area to the left, then click the button to the left of a trip to display additional details below. The status is displayed in the detail area and can have the following values: In Process Report has not been submitted (i.e. you are still working on it.) Released for Approval Report has been submitted for approval. It could be either awaiting receipts (if required), or sent directly to the first approver if no receipts are required. If receipts are required (as listed on the fax cover sheet), the Facsimiles label in the Details area will indicate if the receipts are there yet. Approved Report has received final approval and will be transferred to Accounts Payable (FI) for payment. Trip on Hold/To Be Settled Report has been returned to you for corrections. A message will appear in the Notifications Tab of the UWL indicating this status.