Closing Spend Authorizations

WHY?

Spend authorizations commit funds for travel or official functions. You need to have them in place as approval before the event. If the whole spend authorization is not used it will stay out as a commitment on your budget until closed.

CLOSE WHILE YOU ARE CREATING EXPENSE REPORT

The easiest way to close the spend authorization is when you are creating the expense report from spend authorization. If you know there will be no other expense reports to apply to the spend authorization.

CLOSE A SPEND AUTHORIZATION WITH EXPENSE REPORT

• On the Create Expense Report

• Click on the Create New Expense Report from Spend Authorization and find the spend authorization you will be expensing.

• Check the Final Expense Report for Spend Authorization check box

• Continue on with your expense report.

• If you missed checking the box on the first screen of the Create Expense Report. Click on the Header tab on the Create Expense Report.

• Click on the Edit button.

• Check the Final Expense Report check box

• Click on the Save button.

• Submit once Expense Report is complete.

CLOSE A SPEND AUTHORIZATION WITHOUT EXPENSE REPORT

If you forgot to close a spend authorization or left one open thinking there would be other expenses you will have to go into the spend authorization to close it.

• Find the spend authorization you wish to close in the Expenses Hub and open that spend authorization by clicking on the blue SA number.

• You will then be in the View Spend Authorization screen. Click on the ... by the SA number.

• Go down to the > by Spend Authorization

• Click Close.

• Click OK.

• Click Done.

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Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu