Create Fluid Expense Report (Tile)
Purpose: Use this document as a reference for how to create expense reports using the PeopleSoft Fluid tile.
Audience: General Travel and Expense Users.
You must have at least one of these local college managed security roles:
- ZZ PeopleSoft User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
An Expense Report (ER) is Travel document created after travel to record actual cost of travel; it may also produce a reimbursement and/or reconcile a Cash Advance. It is used for ALL Employee Reimbursements and replaces A-19.
Create Fluid Expense Report (Tile)
- From the Finance Employee Self Service homepage, select the Expenses tile.
- Select the Create Expense Report tile to create a Fluid Expense Report.
The Fluid Expense Report has a different look than the classic yet most of the same functionality. As with Classic, users begin with the header information.
If you are a Delegate or Authorized Expense User (you create Expense documents on behalf of others), you will see an Employee selection page, where you will need to select either 'Create for Self', or select another employee to create the Expense report on behalf of.
- Enter the Business Purpose, Description, and Default Location. If you have receipts, select the Attach Receipt side arrow button.
- To set or change the accounting chart string for the document, select the Accounting Defaults side arrow button. Be sure and complete all required fields with the accounting information you were provided for travel and then select the Done button.
- Select from the Expense Report Action menu.
For the Payment field, typically "Employee" or "P-Card" options are selected. For the Billing Type field, "Billable" should always be selected.
- The Expense Entry page displays. Select the Add Expense [+] button to begin entering line items.
- Enter Date, Expense Type, Description, Payment, Amount (if not per diem expense type), and Billing Type.
If the Expense Type is for Transportation Mileage, enter Transportation ID and Miles (unless your college has GPS addressing turned on, then enter the Starting and Ending Point addresses, then select Calculate GPS Distance.)
- To return to the header information to add attachments or make other changes, select the edit icon next to the Expense Report Description at the top of the page.
- Select the Add button to create additional expense lines, or if complete, select the Save or Review and Submit button.
- The Summary page will indicate if there are errors on the page; for example: missing accounting chart string. You can add notes, under Additional Information.
- Once all errors have been corrected, select the Submit button.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
View the external link to Create Fluid Expense Report (Tile). This link will open in a new tab/window.
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