9.2 Copying Expense Report Expense Lines

Purpose:  Use this document as a reference for copying expense report expense lines in ctcLink.

Audience:  Finance and Business Office staff.

Copying Expense Report Expense Lines using the Navigator

Navigation:  NavBar > Navigator > Travel and Expenses > Expense Report > Create/Modify

OR

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

  1. The Expense Report search page displays.
  2. Select the Find an Existing Value tab.
  3. Enter Search Criteria to identify your expense report.
  4. Select Search.
Expense Report Find an Existing Value tab
  1. The Modify Expense Report page displays.
  2. Select Actions = "Copy Expense Lines".
  3. Select GO.
Modify Expense Report page
  1. The Copy Expense Lines window displays.
  2. Choose the Copy to One Date option if you want to copy each selected line just once using the To Date as the new expense date, or choose Copy to Range of Dates if you want to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.
  3. Select the Include Weekends and Include Holidays checkboxes to copy the expense type for the entire date range.  If you do not select to include weekends, Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays.  If you do not select to include holidays, Expenses checks the holiday calendar for the employee's business unit. Expenses does not copy expense lines for days that the calendar designates as holidays.
  4. Select the expense lines to copy.
  5. Select OK.
Copy Expense Lines window
  1. The Copy Expense Lines window disappears.
  2. The updated Modify Expense Report page displays.
  3. Note that the copied expense line(s) display.
  4. Select Save for Later.
updated Modify Expense Report page
  1. Process complete.
Copying Expense Report Expense Lines using Fluid

Navigation:  Fluid Tiles > Employee Self-Service > Expenses

  1. The Expenses fluid tile will display.
  2. Select the Expenses tile.

 

  1. Select the Create Expense Report tile.
  1. The Expense Report page will display.
  2. In the General Information section, select the criteria:
    1. Business Purpose.
    2. Description.
    3. Default Location.
    4. Reference.
  3. In the Expense Details section, select the desired Expense Report Action.

Optional to Attach Receipt or add Accounting Defaults.

  1. The Copy Expense Report Options window displays.
  2. In the Expense Report Copy Option section, select Full Expense Report.
  3. Enter a date range in the From Date and To Date fields.
  4. Select Search.
  1. The Base Expense Reports within the entered date range are displayed.
  2. Select the Report ID you would like to copy.
  3. Select Copy Expense Report button.
  1. The Expense Report Header will display again.
  2. Select the Update Details button.
  1. The Expense Entry details page will display.
  2. Select the plus icon to add an expense.

Note the selected transaction on the left will highlight in green and the details of that transaction will be displayed on the right.

  1. The new transaction has been added will be highlighted in green and defaults to current date.
  2. Enter the details such as:
    1. Date.
    2. Expense Type.
    3. Description.
    4. Payment Details.
    5. Additional Information.
  3. Under the Additional Information section, select the Accounting arrow to review the Accounting Details.
  1. The Accounting Details window will open.
  2. Scroll to the right of the page to review/edit the entire GL ChartFields.
  3. Select the Done button.

Optional to select the plus icon to add an additional lines to split a transaction amount.

  1. The Expense Entry page displays.
  2. Select the red error flag icons to review errors.

Optional to select transactions and select the Delete trash can icon to remove line items from the current entry.

  1. The error will be displayed. Since this expense report was copied from a prior date, the dates will need to be changed in order to pass budget check.
  2. Update the date as needed.
  3. Select the Save button.
  1. Review the expense entry.
  2. Select Review and Submit button.
  1. The Expense Summary page displays and the new Report ID is generated.
  2. Select the Submit button.
  1. A Submission Confirmation message "CERTIFICATION: This is to certify that the data contained in this expense report is accurate and complies with expense policy." displays.
  2. Select Submit (or Cancel if needed).
  1. The Expense Report will be in Awaiting Approval and status is Submission in Process.
  1. Process complete.

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