Embedded Files
Knowledge Based Articles (KBAs):
Knowledge Based Articles (KBAs):
Available Expenses will show all PCard and T&E Cards you need to reconcile. The list will only show the vendor name and amount per transaction. Select "Start a Report"
Available Expenses will show all PCard and T&E Cards you need to reconcile. The list will only show the vendor name and amount per transaction. Select "Start a Report"
- See PCard Reconciliation to process your PCard transactions
Select Event Expenses and Other Reimbursements
Select Event Expenses and Other Reimbursements
Provide a Report Name
Provide a Report Name
- Your report name should help your fiscal managers identify the transactions being reconciled. This will also appear as the transaction "Description" on the ledger.
Select T/E Supplier as Payee Type
Select T/E Supplier as Payee Type
Select the Business Purpose that best fits your transaction. For this example I selected "Business/Technical Meeting"
Select the Business Purpose that best fits your transaction. For this example I selected "Business/Technical Meeting"
Complete all fields in red box and select "Create Report" when you are done
Complete all fields in red box and select "Create Report" when you are done
- To find your COA please use the ECE Master Lookup List or the Campus Index Lookup Tool. For the Campus Index Lookup Tool, you will need to be connected via VPN.
Select add expense
Select add expense
Payment Type will show you whether each line item was paid for using your PCard or your T&E Card. Please be sure to select only T&E expenses then "Add to Report"
Payment Type will show you whether each line item was paid for using your PCard or your T&E Card. Please be sure to select only T&E expenses then "Add to Report"
Select your transactions using the checkbox to the left of each transaction and select "Edit"
Select your transactions using the checkbox to the left of each transaction and select "Edit"
- If you have multiple transactions, you will not be able to select them all at once, you will have to edit one account at a time.
Use the drop down to select the Expense Type that best matches your transaction.
Use the drop down to select the Expense Type that best matches your transaction.
Your new screen and information requested will depend on the Expense Type you choose. For this example, the new screen is requesting:
Your new screen and information requested will depend on the Expense Type you choose. For this example, the new screen is requesting:
- Type of Meal
- Type of Meeting Event
- Expenditure Type
- Expenditure Type is different from Expense Type. When using the drop down, be sure to ONLY CHOOSE EXPENDITURE TYPE WITH SD
Transaction Date, Payment Type, Amount, and Currency are auto populated.
Transaction Date, Payment Type, Amount, and Currency are auto populated.
To the right of your Expense Details you will see an empty space to add your receipt and other documents. Use this space to add your backup.
To the right of your Expense Details you will see an empty space to add your receipt and other documents. Use this space to add your backup.
Once your documentation is added, if you wish to add more, select "Append"
Once your documentation is added, if you wish to add more, select "Append"
In the top left corner of your Expense, above Expense Type, you will see "Attendees" and "Allocate"
In the top left corner of your Expense, above Expense Type, you will see "Attendees" and "Allocate"
- An Attendee List is Required
- Use Allocate if you wish to split your transaction into several COAs
Select "Add" then "Attendees"
Select "Add" then "Attendees"
Select the Attendee Type that fits your transaction. In this case I chose Faculty/Staff.
Select the Attendee Type that fits your transaction. In this case I chose Faculty/Staff.
Once you have selected Attendee Type, proceed to search for your guests by first name, or create new attendee if your attendee is not a Faculty or Staff. For this example I am choosing an ECE Faculty Member
Once you have selected Attendee Type, proceed to search for your guests by first name, or create new attendee if your attendee is not a Faculty or Staff. For this example I am choosing an ECE Faculty Member
Continue to add your guest lists until your list is complete, then review your attendee list and information:
Continue to add your guest lists until your list is complete, then review your attendee list and information:
- All of your participants are listed on their own line
- To the right of each line, you will find the expense broken down by attendee. Please be sure to check your maximum allowable for meals and entertainment.
Once you have reviewed the attendee list and amount per person, "Save" to proceed to the next step
Once you have reviewed the attendee list and amount per person, "Save" to proceed to the next step
Your Expense should now show the # of attendees, each required field, and your receipt. If everything is correct, "Save Expense"
Your Expense should now show the # of attendees, each required field, and your receipt. If everything is correct, "Save Expense"
Select "Submit Report"
Select "Submit Report"
Select "Select Accept and Continue"
Select "Select Accept and Continue"
Review your Report Totals. For a T&E transaction, your Due Employee area should be 0. Submit Report
Review your Report Totals. For a T&E transaction, your Due Employee area should be 0. Submit Report
You will receive confirmation. Select "Close"
You will receive confirmation. Select "Close"
You can check your expense report by going to "Expense"
You can check your expense report by going to "Expense"
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