Create an Expense Report (Reallocate Pcard Transactions) Job Aid

CREATE AN EXPENSE REPORT

You will create an Expense Report for your Pcard (Onecard) transactions. This is where you will reallocate and upload receipts.

From the Expenses application:

Under Actions, choose the Create Expense Report button.

1. Select the Credit Card Transactions you will be processing by clicking on the check box.  Select either Create New Expense Report, Copy Previous Expense Report, or Create New Expense Report from Spend Authorization. Your selection determines what information displays on the new expense report.   Required fields should automatically populate.

2. Select OK.

3. Add any necessary attachments (receipts) in the designated area by dragging and dropping or selecting the Select files button.

4. Complete all required fields denoted with an asterisk.

5. Select Submit.

ADD WORKTAGS

Worktags are keywords that provide reporting dimensions or metadata for your expense reports. These help the expense report route correctly. These are very important for gifts and grants.

• Cost Center: Workday may auto-populate this field; only modify this field as needed.

• Additional Worktags: Users in professional services-related cost centers may be required to associate an expense report with a project worktag.

ITEMIZE YOUR EXPENSES

Your organization may require you to itemize your expenses. For example, if you have computer equipment and office supplies on the same receipt and need them reallocated to different Expense Items.

From the Expense Lines tab within an expense report:

1. Under Itemization, select the Add button. Fields display based on expense type.

Enter the necessary information based on the expense type you are itemizing. Your itemized expenses must equal the total of your Expense Report Line.

3. Select Done.

VIEW AN EXISTING EXPENSE REPORT

From the Expenses application:

1. Under View, choose the Expense Reports button. You have the option of filtering expense reports by status or date.

2. You could also select the date of the expense report you want to view in the Recent Expense Reports section.

VIEW AN EXISTING SPEND AUTHORIZATION

From the Expenses application:

1. Under View, choose the Spend Authorizations button.

2. Select Change Spend Authorization to modify an existing spend authorization.

3. Select the magnifying glass icon to view the spend authorization details.

4. Select the Process History tab to check the status of the spend authorization request. You can also start a new spend authorization from the My Spend

Authorizations page:

1. Select the Create Spend Authorization button to create a new spend authorization. Enter spend authorization details.

2. Select Submit.

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Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu