Create an Expense Report from a Travel Authorization (Apply a Cash Advance) If a Travel Authorization is created for a trip, the Expense Report MUST be created FROM that Travel Authorization. Follow the directions in this section to create an Expense Report from a Travel Authorization. Note: Travel Authorizations cannot be linked afterwards to an existing Expense Report. These instructions also include how to apply a Cash Advance to the Expense Report that is linked from a Travel Authorization. The Traveler assumes the responsibility to: Be knowledgeable of the University procedures regarding travel and reimbursement of eligible expenses. Complete all necessary information on the Expense Report and electronically attach any required receipts. Submit the Expense Report in a timely manner. Certify that the expenses were necessary for University business, were personally paid for by the traveler, were not reimbursed by any other person or entity and, to the best of their knowledge, are correct and eligible for reimbursement under University travel regulations. Understand that if assigning a Delegate for entry purposes, the delegate is authorized to act on your behalf but does not release you, the traveler, of the responsibility to act ethically and in accordance with University travel regulations. 1. Log into Wildcat Connection Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 1 of 16
On www.cwu.edu, at CWU Home Page click on the link in the upper right corner of the page. Enter your Wildcat Username and Password. Click the button. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 2 of 16
Click the Financial Management System (FMS) Link. Click on the link for FMS Production (Authorized Users Only). Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 3 of 16
Avoid using your browser s close button to close out of FMS Production. Instead, use the buttons or links at the bottom of FMS pages to return to the previous page. For security purposes, the FMS Production system automatically logs you off after 30 minutes without an option to save. Always use the FMS to sign out of FMS. Click on Main Menu Navigation: Employee Self Service > Travel and Expense Center > Expense Report 2. Click Create. If you ve been delegated entry authority for another individual, next to the Empl ID field click on the Magnifying glass. 3. Click the Look Up button. Choose the appropriate EmplID. Click the Add button. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 4 of 16
Note: The process for entering Travel and Expense Reports for someone else is exactly the same except the other employee s name must be chosen from a list. 4. Select A Travel Authorization in the Quick Start drop-down list. Click the Go button. 5. 6. If there is only one Travel Authorization pending, an Expense Report form based on that Travel Authorization will open. Skip to Step 11. If there are multiple Travel Authorizations pending, a search dialogue will open to allow the proper Authorization to be chosen. 7. 8. The Travel Authorization may already be listed in a table beneath the Date fields. If not, adjust the dates in the Search dialog box and click the Search button to find the Travel Authorization. 9. Find the appropriate Travel Authorization in the table. Click the Select button beside it. 10. An Expense Report based of this Travel Authorization will open. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 5 of 16
11. Click in the Comment field to indicate information relevant to your trip. For example, if you are traveling on a grant or plan to take personal time during your stay please note it here. 12. 13. Enter Departure Date and Time Enter Return Date and Time Select from the drop down list, your Official Station. This indicates where work is performed on a permanent basis. 14. 15. Enter your Official Residence. This indicates the employee s primary residence. Example: Ellensburg, WA Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 6 of 16
16. Reference Field is currently not required. To indicate the destination of your trip, you can use the Default Location field. If you enter a value in this field, it will populate information in each of your expense detail lines. To enter a value, click on the magnifying glass. This will take you to a new panel. You will see a Search By feature. Either search by Expense Location or Description. For Searching by choose from the drop down list Expense Location, type in beginning letters of city and click Look Up. 17. To Search By choose from the drop down list Description, type in beginning letters of city and click Look Up. If your city does not appear in the list, choose Other from the alphabetical listing of cities for that state. You may also use the Advance Lookup features by clicking on the link. This provides other methods of searching including the use of the Contains where you can enter the city name (or part of it) and search on just that value. Click the Attachments link and upload the needed attachment document (such as registration document). 18. Click on the Paperclip icon. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 7 of 16
Click the Browse button. Find the file you need to upload. Click the Open button. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 8 of 16
Click the Upload button. Finally click the button. 19. To apply the Cash Advance to this Expense Report, click the Apply the Cash Advance link. (If there isn t a Cash Advance to apply, skip to Step 23) If there is only one Cash Advance active in the system, PeopleSoft will bring up information related to that Cash Advance. If there is more than one Cash Advance active, click on the Search icon to bring up a list of the Advances. Choose the Cash Advance to apply from the Search Results table. 20. 21. A table containing several columns will open. An Advance ID # should populate in the first column and the total Cash Advance Amount in the second. Scroll to the right side of the table and enter the amount of the Cash Advance that was actually spent in the column marked Total Applied. (Do not enter the full amount of the Cash Advance if returning money to the University.) Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 9 of 16
22. 23. Press the Update Totals button. If returning money to the University, that amount should now show in the Balance column. Press the Okay button to apply the Cash Advance and return to the main Expense Report page. In the Details section, click on the arrow in the first drop-down box under Expense Type and select the appropriate expense type value. Examples are shown below. 24. If the Travel Authorization had several expense lines (i.e., the expected expenses were itemized), these expenses need to be modified to match the actual expenses. To do so, click on the Detail link at the right of each expense line. Add expense lines as necessary. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 10 of 16
25. Click the Calendar icon besides the Expense Date field and select the date the expense was incurred. Note: This cannot be a date in the future. 26. Enter the Amount Spent for the Expense Type. 27. Select how the expense was paid from the drop-down menu under Payment Type drop-down list (e.g. PCard, personal funds). Note: This indicates how the expense was paid for. 28. The Billing Type will auto-populate. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 11 of 16
Click the Detail link at the far right of the row. A page will open showing the Expense Detail for the particular expense line being entered. Note: Every field marked with an asterisk is required. Fill out the other required fields with an asterisk (*) for this expense (e.g., for mileage the number of miles and a description of the trip(s), etc must be entered). For other types of expenses the number and nature of required fields will change. 29. 30. Verify or enter the first day of the anticipated travel in the Expense Date box, or choose the date by selecting the calendar icon. 31. Verify the Payment Type value. 32. Leave the Billing Type as what defaults in. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 12 of 16
33. Enter or verify the correct Location in the Location field. 34. Click on the appropriate box to the right of Payment Type to place a checkmark besides No Receipt or Non-Reimbursable if either of these conditions are true. If No Receipt is checked an explanation is required in the Exception Comments field at the bottom of the page. (No Receipt does not need to be checked if a receipt would not be expected as in the case of automobile mileage.) 35. Enter a description in the Description field related to the Expense Type. 36. If the expense amount is higher than the allowable limit (e.g., went over on food allowance, an explanation MUST be included in the Description field. Click on Accounting Detail link. In this area, the user enters the Project ID number that the trip expenses will be charged to. If the traveler has been assigned a default project, the default project number will be displayed in the field. If there is no default for this traveler (or if this trip will be charged to a different project), the PeopleSoft project number is entered by typing it into the field or by clicking on the magnifying glass and searching and selecting the number from the list. 37. Note: If one expense will be charged to two or more departments, DO NOT split the expense. Instead, enter each part of the expense on a separate row on the front page of the report. Only in this manner can the appropriate individual approve each part of the expense. (Each row can only be approved, but a row can only be approved by one departmental approver, not by two or more.) Never change the value in the Account field. This automatically populates Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 13 of 16
based on the Expense Type chosen. Enter the appropriate Project ID number and tab out of the field. Enter the correct Operating Unit. 38. When adjusting the chartstring(s) is complete, click OK to return to the Detail Page for this expense line. 39. When the Expense Detail for this line of the report is complete, click on the yellow Check Expense For Errors button. This button checks to make sure that a necessary field did not get omitted and that a valid chartstring was entered. 40. Any errors or omissions will be flagged and highlighted in red. Correct or complete the highlighted fields and click Check Expenses for Errors until there are no longer any fields which are highlighted. 41. Click the Return to Expense Report link at the bottom of the page. 42. If more expense lines are needed, click the + sign at the end of the last expense line to add a new line. (Alternatively, select New Expense from the drop-down underneath the last expense line and click the Add button.) After finishing the edits of the expense lines and applying the Cash Advance, check the Totals box at the bottom of the main Expense Report page to ensure that the information has been entered correctly. 43. 44. Click the Save for Later button frequently to ensure that the work is being saved. 45. To duplicate particular lines on an expense report (e.g., there are similar expenses to list for multiple days), click in the box to the left of the expense line(s) to be Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 14 of 16
copied, in the column marked Select. (This puts a checkmark in that box.) Then click the Copy Selected button. Choose whether to copy to one date, or a range of dates, and whether to include weekends and/or holidays. When finished, press the OK button.) To delete particular lines on an expense report, click in the box to the left of the expense line(s) that requires deletion, which is in the column marked Select, and press the Delete Selected button. 46. 47. To save this Expense Report to be edited/submitted later, click the Save for Later button. Then the navigational menu or the Sign Out button can be used to moveon to another task. 48. When this report is complete, it can be submitted for approval. Click Submit to send this report into the approver s worklist. (Be advised that when a report is submitted, it is no longer accessible for editing.) Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 15 of 16
Note: CWU policy allows only one Cash Advance per trip. Each Cash Advance MUST be reconciled on its own Expense Report. Once an Expense Report has been submitted and you would like to view it. Navigate: Employee Self Service > Travel and Expense Center > Expense Report > View 49. Use the Search tools to find the report. Select the appropriate report from the list. Definition of Terms Commonly Used Under Status: Pending... Not Yet Submitted Submitted... Awaiting Approval Approved... By Departmental Approver In Process...Approval from Multiple Departments in Process Denied*... Not Approved (and Effectively Dead) Staged... The Check Is Set Up to be Printed Paid... Money Dispersed or Ready for Disbursement Reconciled...Cash Advance is Reconciled with Expense Report Note: *A report which has been Denied cannot be resubmitted a new report will have to be created. Guide Create an Expense Report from a Travel Authorization Apply a Cash Advance Page 16 of 16