Spend Authorization and Expense Report on Behalf on Another Employee (Travel)

Create a Spend Authorization Request for Worker

Spend authorizations grant permission for future expenses. Certain employees 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 for role of Expense Data Entry Specialist.

Process: Search Create Spend Authorization for Worker

1. Enter the employee’s name and other required information.

On the bottom left corner, you will need to click on the Add button to add the expenses in which you

are getting a spend authorization for.

The below screen will appear. Type in the expense item that you would like to add. (Note: You can type in a partial word or words and click enter. For example: tra enter will pull up all expenses related to travel.) Complete the form will all other required information. A red asterisk* indicates a required field. Based on the expense item selected, you may have additional required fields. For example: all travel will require you to provide a travel type as well.

2. Cost Center and the additional Worktags Fund and Function will automatically populate based on you’re the Cost Center that you are assigned to. You may need to modify the worktags if the expenses need to be charges to another Cost Center. In addition, you may need to add a Project, Program, Grant or Agencies (Clubs), listed under additional worktags drop box, to complete the account string.

3. 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.

4. 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.

5. 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.

6. Remember that you chose the Create New Expense Report from Spend Authorization option in order to merge the spend authorization together with the request for reimbursement. Once you click this option and put your curser in the box a list of your submitted spend authorizations will pop up for you to select.

Create Expense Report for Worker

You can submit expense reports for reimbursement of business-related expenses such as airfare, mileage, and hotel expenses for other employees. Only certain employees have access to create expense reports 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 for role of Expense Data Entry Specialist.

Process: Search Create Expense Report for Worker

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. List the employee you are submitting the expense report for in the Pay To box and make

sure to select the Create New Expense Report from Spend Authorization when one has been created to

merge the two forms together.

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: Expense items such as mileage, per diem, meals, etc. 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.

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Functional Office Contact for this Page

Amanda Price

719-587-7762

aprice@adams.edu