Spend Authorization (Travel) Job Aid

Create a Spend Authorization Request

Spend authorizations grant permission for future expenses. Workers initiate these authorizations and

manager approves or takes other actions on them.

Click on the Menu button on the top left corner.

From the Menu, select Expenses.

From the Expense screen, you will need to select Create Spend Authorization under the Actions column.

Create Spend Authorization Form

On the form you will need to provide the specifics for the spend authorization.

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.

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, your may need to add a Project, Program, Grant or

Agencies (Clubs), listed under additional worktags drop box, to complete the account string.

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

requesting a spend authorization for will populated on the left.

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.

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.

Note: Once the expenses have been generated you can use the Create Expense Report function to

request reimbursement of the expenses.

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.

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.

Create Spend Authorization for Non-Worker

There are instances when a spend Authorization will need to be completed for a non-worker. A couple examples are board members, external committee members, students, individuals traveling with a grant/club/etc. In order for them to be reimbursed for their expenses a spend authorization will need to be completed for them by an ASU employee. Access to be able to submit a spend authorization for non- workers is assigned to Administrative Assistants and a few other roles. The role needed for this ability is Expense Data Entry Specialist.

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