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

  1. The Expense Report search page displays. Select the Find an Existing Value tab.
  2. Enter or lookup Search Criteria to identify your expense report.
  3. Select the Search button.
Expense report search page
  1. The Modify Expense Report page displays.
  2. Use the expand row arrow icon for which you'd like to split the receipt.
  3. Select the Receipt Split icon.
Modify Expense Report page
  1. The Receipt Detail page displays and is used to itemize receipts into multiple expense lines. 
  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. Under the Split With Another Expense section, enter the Expense Type.
  7. Select the Split button.

Use this page to itemize receipts into multiple expense lines. Please see the instructions at the top of the page that describe the actions you can do with this feature.

Receipt Detail split 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 Description.
  3. If appropriate, check the Non-Reimbursable checkbox.
  4. Enter Amount Spent.
  5. Select the Update button.
  6. Expenses subtracts the amount from the expense item in the Expense Information section, but the receipt total remains the same.
  7. Select Done.

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.

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.

Provide receipt split detail and select update
  1. The Modify Expense Report page displays. The split item appears as separate line items.
  2. Select Save for Later.
updated expense report with split lines

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

View the external link to Splitting Receipts. This link will open in a new tab/window.

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