Spend Authorization and Expense Report for Non-Worker (Travel) Job Aid

Create a Spend Authorization Request for Non-Worker

Spend authorizations grant permission for future expenses, which is only necessary for Certain employees that have access to create spend authorizations on behalf of another employee. For the most part, these employees are Administrative Assistants. If this is something that you complete on behalf of your department and do not have access, you will need to request the role of Expense Data Entry Specialist.

NOTE: The only Non-Worker that a Spend Authorization can be created for is an External Committee

Member. For all other Non-Worker, you can just submit an Expense Report.

Process:

1. Search Create Spend Authorization for Non-Worker

2. The *Payee Type should be External Committee Member, enter the individuals name in the *For

box, and the Committee that they are in, in the *Committee box.

3. For each External Committee Member, you will need to create them in the system. Since this is

only necessary for the Board of Trustees, access has been granted to the President’s

Administrative Assistant and some Finance team members.

4. Follow the instructions provided above to fill out the Spend Authorization.

Create an Expense Reports for Non-Worker

Process:

1. Search Create Spend Authorization for Non-Worker

2. Select the type of non-employee/worker that you are submitting an expense report for.

3. Since each option: Candidate, External Committee Member & Student will be in the system, you

only have to enter their name in the Pay To box. If you can not find the individual, they will need to

be built in the system.

4. Fill out all required information noted by * and include the Cost Center, which will auto populate the

Fund and Function, and include any other Work tags if the expense should be covered by a Project,

Program, Grant or Agency (Clubs) which can be found in the Additional Work tags box.

5. You will need to add another a line for each expense item. The list of expenses and the amounts you

are requesting a spend authorization for will populate on the left.

6. After entering your expense items, you can click on Attachment for each expense item to upload

any supporting documents for each expense request.

Clicking on Attachment will take you to the below screen where you can upload your PDF.

7. Once complete, click Submit at the bottom. If no errors were detected, the spend authorization will route through the approval process. An example of approval routing: supervisor, cost center manager, accounts payable accountant. If there were error detected, a description of what is missing will be provided in order to correct the errors.

a. 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.

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Functional Office Contact for this Page

Amanda Price

719-587-7762

aprice@adams.edu