9.2 Splitting Receipts

Purpose:  Use this document as a reference on how to split receipts in expense reports in ctcLink.

Audience: All staff

Splitting Receipts

Navigation:  NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > 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. Expand the row for which you'd like to split the receipt.
Modify Expense Report page
  1. The expanded row displays.
  2. Select Receipt Split.
expanded row
  1. The Receipt Detail page displays.  Use it to itemize receipts into multiple expense lines.  Notice the instructions at the top of the page that describe the actions you can do with this feature.
  2. The Current Expenses on Receipt section displays each item that is associated with the receipt with the transaction date, expense type, and amount.  Select the Type link to edit the information for that receipt item.   This section is automatically updated when you perform an add or split action.
  3. Current Total displays the total of all receipt items, including those that you add to the original receipt total.
  4. Receipt Total displays the total of the original receipt amount. The expense system does not change this field when you add new items, but you can enter a new total if the transaction did not originate from a credit card feed.
  5. Balance displays the Current Total minus Receipt Total.
  6. Enter Expense Type.
  7. Select Split.
Receipt Detail page
  1. Expenses refreshes the page, clears the expense information fields, and adds the selected expense type to the Current Expenses on Receipt section.
  2. Enter Billing Type.
  3. Enter Description.
  4. If appropriate, check the Non-Reimbursable checkbox.
  5. Enter Amount Spent.
  6. Select Update.
  7. Expenses subtracts the amount from the expense item in the Expense Information section, but the receipt total remains the same.
  8. Note: you can split a receipt into more than two expense types - Expenses displays a message directly under the Expense Information section title that advises you which expense item that you are splitting.
  9. An Add Additional Attendees link is available on this page.
  10. When adding or splitting expenses, it may result in an out of balance receipt total. To correct the out of balance situation, you can adjust the receipt total or adjust one of the expense line entries for the receipt - If you do not adjust the out of balance total, then select Done,   Expenses displays a message stating that the total of the items entered exceed the receipt amount and asks if you want to update the receipt total amount.
  11. Select Done.
Receipt Detail page
  1. The Modify Expense Report page displays.
  2. The split item appears as separate line items.
  3. Select Save for Later.
Modify Expense Report page
  1. Process complete.

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