When an expense report is submitted on your behalf, whether by an expense data entry specialist or from someone you delegated the task to, you will need to attest to the expense report before it routes through the remaining approval process. Some delegated tasks do not require your attestation, so only delegate time sensitive tasks that you do not need to review.
Enter Payment Elections
Before anyone can submit an expense report on your behalf, you will need to enter your payment elections through the Expenses Hub.
From the UGAF@Work home page:
1. Click MENU in the top left corner.
2. Under the Personal category, select the Expenses Hub application.
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Note: If you do not automatically see the Expenses Hub within your MENU, you can manually add it by clicking the + Add button at the bottom of the MENU, searching for “Expenses Hub”, then clicking the + icon.
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3. In the navigation pane on the lefthand side, select Payment Elections.
4. Click Add.
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Note: Most users will only need one Payment Election.
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5. The Payment Election Option window displays, as shown in the images below.
6. The Expense Payments field will default to Direct Deposit.
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Important: Checks take additional processing time. For fastest reimbursement, use direct deposit
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7. The Account Type field will automatically select Checking, but if you’d prefer to receive reimbursements in a Savings account you have the option to select that instead.
8. Enter your Routing Transit Number.
9. Enter your Account Number.
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Important: UGAF@Work cannot verify the account number of your bank account. Please verify if your information is correct.
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10. Enter your Bank Name.
11. Click OK.
12. Once you submit your payment elections, they will be routed to the Expense Operations Lead for approval.
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Reminder: Once your payment elections have been approved, you will receive a notification informing you of its completion.
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Attestation Process
From the UGAF@Work home page:
1. Click the ‘My Tasks’ icon in the upper right.
2. Once you have navigated to the expense report task in your inbox, you can view the details of the Expense Lines, as shown in the image below.
3. You have the option to either Approve, Send Back, Add Approvers, or Close the expense report.
a. Approve – Once you have confirmed that the details within the expense report are accurate, you can select this option to move the expense report to the next step in the approval chain. Once you have approved the expense report, you will see a pop-up like the image below. Click View Details to see the remaining steps in the business process.
b. Send Back – If you notice an error and need to route the expense report back to its original creator to make the necessary revisions before resubmitting, you can do so using the Send Back option. The To field will automatically populate with the name of the individual who created the expense report on your behalf. You will need to enter details about why you are sending the expense report back to the original creator in the Reason field. Once you have completed the prompts, click Submit.
c. Add Approvers – You may identify the need for additional approvers on this specific expense report. You can either search for the individual you would like to add or select them from the drop-down menu. You have the option to leave a comment for the additional approver to view when it routes to their ‘My Tasks’. When you have completed the prompts, click Approve and Send to Approvers.
d. Close – Selecting this option will simply close the expense report within your ‘My Tasks’, but it will not delete it or cancel the business process.