Printing An Enhanced Expense Report

Purpose: Use this document as a reference for printing the enhanced version of an Expense Report in ctcLink as recommended [TFR 4.3] by the Travel & Expense Task Force to support the need to provide information to auditors. 

Link: Recommendation 4..3 - Use Alternate Query Instead of EXC4500 Delivered Report 

Audience: Travel Administrators providing expense report content to an auditor.

Generating an Enhanced Expense Report

To access the Report Manager and the necessary Travel & Expense Data these local college managed security roles are needed:

  • ZD_DS_QUERY_VIEWER
  • ZD_DS_QRY_EXPENSES

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

PREP Step: Before navigating to the page to schedule the report, you must first note the Expense Report ID number for the Expense Report you want to print, as this will be called for in the parameters when scheduling the report to print.

Navigation: Reporting Tools  BI Publisher  BIP Query Report Scheduler

  1. The Query Report Scheduler search page displays.
  2. Click Add A New Value to create a new Run Control ID of your choosing.
  3. Add the following values in the Report Definition of the Query Report Scheduler page:
    • Data Source Type: Connected Query
    • Report Name: BFS_EXPN_RPT
      • The Template ID will auto-populate after all prompts are entered.
  4. The system will then prompt you to enter all the values necessary to run the QFS_EX_EXPENSE_REPORT query:
    • Enter your Business Unit (e.g. WA000)
    • Enter the Expense Report ID number
    • Enter the Business Unit GL (e.g. WA000) for the next 5 prompts.
  5. Click the Run button to begin the launch of the process in the Process Scheduler.
  6. Click OK on the Process Scheduler Request pop-up window to launch the process.
  7. Click the Process Monitor link to view the process execution status.
Screenshot of the Query Report Scheduler run control with all prompts entered and the Run button circled and an arrow pointing to the Process Monitor link.
  1. When the Run Status = "Success" and Distribution Status = "Posted", the process execution is complete and ready to be viewed.
  2. Click the Report Manager link to open the Report Manager page.
  3. On the Report Manager page, click the report link: BFS_EXPN_RPT.pdf to open the Report Index page.
  4. On the Report Index page, under the File List click the report name: BFS_EXPN_RPT.pdf
  5. The enhanced Expense Report will appear as a 2-page document that you can download and save to a local or network drive.

As these documents contain both Names and EMPLIDs they may NOT be sent via email unless encrypted.

Sample Enhanced Expense Report from RECENT Transaction History (with Expense Line Details):

Sample enhanced Expense Report output, page 1.
  1. The Expense Report Header Attachments section may contain one or more active links for a attached documents in the ctcLink system.
  2. Click each document link to open the document(s) to save for the auditor in addition to the enhanced Expense Report if the auditor does not have access to the system.
Sample enhanced Expense Report output, page 2.

When generating an enhanced Expense Report for older records, the data necessary to generate the Expense Line Details are not stored the same, therefore this report will not display the Expense Line Details as expected. In those cases, the original link for printing an Expense Report from the page is recommended to supplement the auditor's available information.

Expand or collapse content Sample Enhanced Expense Report from OLDER Transaction History (No Expense Line Details:
Sample enhanced Expense Report output, page 1.
Sample enhanced Expense Report output, page 2, with link to attachment file name circled in blue.
  1. When clicking any link in the Expense Report Attachments section, the link will open a page within ctcLink, thus cannot be accessed by an auditor unless they are provided access to ctcLink with access to view/print Expense Report attachments, thus it is recommended to export the attachments and provide them to the auditor when providing the enhanced Expense Report.
  2. Click the Attachments link to open the Expense Report Attachments pop-up window.
  3. Click the document links to open each attachment and download those for the auditor to view.
Screen shot of Expense Report page, with link to attachments circled in blue.

As a reminder, these documents contain both Names and EMPLIDs they may NOT be sent via email unless encrypted.

To generate an enhanced Export Report for a different Expense Report, navigate back to the Query Report Scheduler page, select the already created Run Control ID and click the Update Parameters link to enter a different Report ID.

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