9.2 Creating Expense Reports

Purpose: Use this document as a reference for creating an expense report from a blank expense report  in ctcLink.

Audience: All travelers

Note: The Expense Report can be used for more than travel reimbursement, it can be used for other reimbursements. Check your local business process on other reimbursements that are not travel related.

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.

Creating an Expense Report

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

Note:  Depending on your role, the Empl ID will default into the field. If you are authorized to enter an expense report on behalf of someone else, then you will need to look up the Empl ID first.

  1. The Expense Report search page displays.  
  2. Enter Empl ID.
  3. Select Add.
Expense Report Add a New Value tab

Note:  From the Create Expense Report page you can start from a blank expense report (the default setting) or use the Quick Start drop-down button to create from an existing expense report or from a template.

  1. The Create Expense Report page displays.  
  2. Select the Business Purpose from the drop-down menu.
  3. Enter Report Description.
  4. Select the Default Location from the drop-down menu.
  5. Select the Date from the calendar menu.
  6. Select the Expense Type from the drop-down menu.
  7. Enter Description.
  8. Select Payment Type from the drop-down menu.
  9. Enter Amount.  Amount will not be available if the line is for a mileage-based expense type.
  10. Select Billing Type from the drop-down menu.
  11. If the line is for a mileage-based expense type, select Transportation ID from the drop-down menu.
  12. If the line is for a mileage-based expense type, enter Miles.
  13. If the line is for a per diem rate-based expense type, enter Location.  Note: Do not need to use line level location if default location in the header (top of document) is correct. (Line location overrides header default location).
  14. Select to expand Accounting Details.
  15. Select Oper Unit from the drop-down menu.
  16. Select Fund from the drop-down menu.
  17. Select Dept from the drop-down menu.  Within the drop-down menu, search for Description contains “travel” in the description. Select the corresponding Dept.
  18. Select Class from the drop-down menu.
  19. Scroll to the right to view additional fields.
  20. Select State Purpose from the drop-down menu.
  21. Select the Attachments link to attach a document at the header level of an expense report.
Create Expense Report page, attachements link
  1. Use the Expense Report Attachments page to add new attachments or remove attachments from the expense report.
  2. Select the Add Attachment button. The File Attachment window appears. Select the Browse button and navigate to the location where you stored your attachment and select it.
  3. Select the Upload button. Notice that the attachments link has a “(1)” after it. This means that there is one attachment. The system updates this number every time you add or delete an attachment.
Expense Report Attachements page, file attachment window
  1. Enter any additional attributes or details for the Expense Report line item as necessary, such as indicators for:
    1. Non-Reimbursable
    2. No Receipt
    3. Attendees
    4. Ticket Number
  2. If the Expense Report needs lines added or removed, select the Add a New Row [+] or Delete a Row [-] icon.  If new lines are added, repeat steps 5 - 24 above.
  3. Select Save for Later or Summary and Submit.

Selecting the Save for Later button to save the Expense Report without submitting it for approval lets you save the report with or without invalid or missing information, and you can modify it later.

When you select the Save for Later button, Expenses displays the Save Confirmation page to indicate that it successfully saved the Expense Report and indicates if missing or invalid information exists.

Create Expense Report page
Create Expense Report page scrolled right
  1. Select the checkbox to certify that the expenses submitted are accurate and comply with expense policies.
  2. Select Submit Expense Report.
Create Expense Report page
  1. The Expense Report Submit Confirmation page displays.
  2. Select OK.
Expense Report Submit Confirm page
  1. Process complete.

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