Creating a New Expense Report for Travel Reimbursement. Press F5 to begin the slide show. Slides will automatically advance. February 2014. 1. After completing this lesson, you should be able to:. Objectives. Create a new expense report.
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Creating a New Expense Report for Travel Reimbursement
Press F5 to begin the slide show. Slides will automatically advance.
After completing this lesson, you should be able to:
To create your new Expense Report:
From the Active Work Pane, click New Expense Report
ENTERING AN EXPENSE REPORT USING A SPEEDTYPE
Report Name: Enter Trip Return Date - Destination
Report Date defaults to the Current Date
There are 2 Policies in MyExpense: UCSF Standard Expense Policy (Employee) and UCSF Guest Policy (Non-employee travel expenses only)
Provide a detailed description of Business Purpose
Business Unit will auto default to the one set-up in your profile
Dept ID will auto default to the one set-up in your profile
Enter the desired SpeedType
Select the Expense Type
Indicate if you have received a Cash Advance
Once all required fields (as shown with red bar on left side) have been completed, click Next
If you are NOT using a SpeedType, you will need to fill in the fields below:
Fund, Project, Activity Period, Function, &
Then click Next
CORPORATE TRAVEL CARD CHARGES?
If you have any Corporate Travel Card charges, they can be viewed in Smart Expenses.
To request UCSF pay your Corporate Travel Card business travel expenses (related to this trip) directly to U.S. Bank, simply select the appropriate charges, drag from Smart Expenses and drop into Expenses (Left Pane)Example: United Airlines Airfare for $150.00
Some of the charges will have pre-defined expense type while others do not. For those marked as Undefined, an expense type MUST be selected for the entry before it can be submitted.
Click on the Undefined and follow next slide.
Click on the drop-down & select the appropriate expense type from list (see next slide). Complete all required fields (with red bar on the left side) & click Save
Click on Undefined and new window on right will appear
As soon as all the fields with red bar are addressed (refer to slide 8); it will clear this red exclamation icon.
All exceptions with red exclamation icon need to be addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to clear the exception.
Click on the expense type Airfare. A new window will appear on the right. Respond to all fields with red bar (on left side of field) and click Save
Occasionally you will see a Yellow Flag. This serves as a warning or reminder.
Adding an out-of-pocket expense
Click the New Expense Tab andsearch for the Expense Type in the Search field or by scrolling through the options
Click on the Expense Type
A new window will appear for the newly added expense. Complete all required fields and click Save
Your newly added expense now appears in the Expenses pane
You have successfully completed the training for
Creating a New Expense Report for Travel Reimbursement.