Expense Reports (Travel) Job Aid

Create Expense Report

You can submit expense reports for reimbursement of business-related expenses, such as airfare, mileage, and hotel expenses.

To get to the Expenses application:

Click on the 'MENU' button on the top left corner and then select 'Expenses'

From the Expenses application:

Under Actions, choose the Create Expense Report button.

From the Create Expense Report:

1. 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.

2. To indicate expenses paid with a P-Card in your expense report, you will need to select all P-card

charges that are associated with your corresponding expense report.

In the example above, there are no P-card charges listed. Some cases will have P-card charges.

3. Select OK then Add. Add each expense item that you are requesting reimbursement for. If more than

one item is being included on request, add another line by clicking on Add again.

4. Add receipts for all items by clicking on Attachments in the designated area by dragging and dropping

or selecting the Select files button. Complete this process for each expense item.

5. Complete all required fields denoted with an asterisk*.

Note: Additional fields may be required based on the expense categories that you select. These

additional required fields will not have an asterisk* but you will get an error message informing

you of missing data. For example: travel expenses will always require a Travel Type. Your

itemized expenses must equal the total of your Expense Report Line.

Note: Mileage will calculate once the Item Details are populated.

6. The Cost Center, and Additional Worktag Fund and Function will auto populate based on your home

Cost Center. If the expenses need to be charged to another Cost Center then you will need to make

these changes manually by clicking on the X to delete the Cost Center and enter the correct Cost Center

by typing the name of the Cost Center into the field. Once the Cost Center appears you can select it. This

should also make the automatic updates to the Fund and Function Additional Worktags.

7. Review the Worktag section and add the Project, Program, Grant, or Gift worktags if related to the

expenses. In the Additional Worktag selections you can also add Agencies to add a Club to the

accounting string.

8. Once complete select Submit. This will initiate the approval routing process.

View an Existing Expense Report

From the Expenses Application:

1. Under View, choose the Expenses Reports button. You have the option of filtering expense reports

by status or date.

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

Section.

Note: In-progress expense reports display with the role needed for the next action in the approval

process.

Cash Advances

When you receive a cash advance the system automatically creates a receivable in your name. Until an

expense report is generated for the cash advance (for example: groups meals) the system will recognize

that you received funds and all expenses will be applied against the advance until exhausted causing

reimbursable expenses not to be paid until all expense reports are created. So, it is very important that

an expense report is created to account for the cash advance and the sign off sheets be uploaded as the

attachment. In order to keep the receivable balance correct, we have created the below form, which will

be included in the sign off sheets with each cash advance, in order to credit the return of any unused

cash advance funds to the correct Cost Center/Program/Grant/etc and reduced the cash advance on the

spend authorization.

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Functional Office Contact for this Page

Amanda Price

719-587-7762

aprice@adams.edu