You can submit expense reports for reimbursement of business-related costs, such as airfare or hotel expenses.
From the UGAF@Work home page:
1. Click MENU in the top left corner.
2. Under the Personal category, select the Expenses Hub application.
3. Select the Create Expense Report button from the Tasks menu.
4. Select either Create New Expense Report or Copy Previous Expense Report.
5. In the Memo field, enter a clear description of the business purpose for the expense, such as “Dinner with Symposium Speaker”.
6. The Company field will default to The University of Georgia Foundation.
7. The Expense Report Date field will default to today’s date.
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Hint: Expense Report Date, on this page, is the date you are submitting the expense, and should be today. Expense Date, in the expense lines (where you attach receipt) should be the date you paid the expense.
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8. (Either Step 8 or 9) Make the appropriate selection in the Gift field.
9. (Either Step 8 or 9) Make the appropriate selection in the Unrestricted Budget field.
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Hint: When filling out the expense header, you are able to make a selection in either the Gift field or the Unrestricted Budget field, but you will never make a selection in both fields.
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Tip: Gift and Unrestricted Budget are driver worktags, so when you make a selection in either of these fields it will automatically populate subsequent fields such as Cost Center, Functional Expense, and Fund.
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10. Select the appropriate Cost Center (if not populated automatically).
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Hint: A Cost Center is a unit for tracking departmental expenses. They support budgeting, reporting, and internal accounting.
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11. Select the Functional Expense (if not populated automatically).
12. Select the Fund (if not populated automatically).
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Hint: A Fund is the UGAF classification for financial restrictions – Unrestricted, Temporary, or Permanent. Includes Endowed, Quasi, Non-Endowed, etc. (FKA Fund Type)
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Tip: The Fund will likely be automatically populated based on your prior selections, and, if so, should not be changed.
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13. Select the Program.
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Important: Selecting a Program is a new step for users in UGAF@Work. UGAF’s programs closely mirror those of UGA and will provide an additional method of tracking.
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14. (Optional) If you ever need to link UGAF transactions with FMS transactions, you can do so via Chart Field 1s which have been integrated with the UGAF@work system and can be selected in the Expense Attribute (CF1) field.
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Tip: If you would like to reference a list of CF1s, you can do so in UGA’s financial system, OneSource. The CF1 values in UGAF@Work are pulled directly from OneSource.
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15. Select OK.
16. On the Expense Lines tab, click Add.
17. Add any necessary attachments, including the original invoice or receipt, business purpose justification, and/or UGAF fund approval by dragging and dropping in the designated area or selecting the Select files button. You must have a receipt attached.
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Hint: Be sure to attach the Entertainment Form, as applicable. Ensure all documents match the amounts and descriptions in UGAF@Work".
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18. The Expense Date field will automatically populate to today’s date but make sure you change it to the date of the expense if you are not submitting the same day.
19. In the Expense Item field, select a specific expense item.
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Hint: Expense Items in UGAF@Work are similar to what was previously referred to as “Expense Types” in PeopleSoft Financials. You can access a full list of the expense items available in UGAF@Work by running the “Extract Expense Items – UGAF" report.
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Important: Do not check the Item Details “Use Tax,” “1099,” or “Fringe” as these are items the Foundation team uses to track specific IRS information and should not be used by anyone. For more information on these items, review the “UGAF Use Only Expense Items” section later in this document.
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20. In the Total Amount field, enter the total amount of the expense item.
21. In the Memo field, enter a clear description of the expense item.
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Note: The Cost Center, Functional Expense, Fund, Program, and Additional Worktags fields from the previous screen will automatically populate on the expense line entry.
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Hint: If you need to itemize your expenses, follow the “Itemize Your Expenses” instructions below before clicking Submit.
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22. Select Submit.
23. The expense report will route to the appropriate Cost Center Manager and/or Cost Center Chief for approval.
Advanced Expense Report Submission
You may want to combine multiple expenses into a single expense report to save time, or you might wish to itemize your expenses when submitting an expense report. If you have multiple expenses to submit, for example you had coffee with three different donors on three different days, with three different receipts, you should utilize the “Add Expense Lines” feature. If you need to split a single receipt into multiple cost centers or different expense items, you should use the itemization feature. For example, your hotel bill may include your room rate, room service, internet fees, and more. Alternatively, you might be splitting the cost of catering between two units during your joint-hosted event.
Adding Additional Expense Lines
When submitting multiple receipts on a single expense report, there are a couple important things to know:
· Each Receipt should have their own Expense line.
· The Expense Date should match the date of the Receipt, not the day you are submitting the expense.
· If something needs to be fixed with one of the lines, the entire Expense Report will be sent back for correction, potentially delaying reimbursement.
· You can click through your multiple expense lines in the tabs on the left.
Itemizing Receipts
From the Expense Lines tab within an expense report:
1. Under Itemization, select the Add button. Fields display based on expense type.
2. Enter the necessary information based on the expense type you are itemizing.
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Important: Your itemized expenses must equal the total of your Expense Report line.
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3. Select Done.
View an Existing Expense Report
From the Expenses Hub application:
1. Select Expense Reports from the navigation pane. ‘My Expense Reports’ will display.
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Tip: You can sort and/or filter the list of expense reports (by date or status, for example) by clicking on the column header box and filling out the necessary criteria, as seen in the image below.
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UGAF Use Only Expense Items
There are three items marked (UGAF Use Only) under Item Details on the Expense Line screen. These boxes should only be checked by internal staff, but knowing what they are and how they are used can help limit sent back expense reports to correct.
USE Tax (UGAF use only): This is checked if you have a receipt that did not include sales tax. The UGA Foundation has to pay sales tax on all purchases. If each receipt has its own expense line, this should not delay reimbursement.
1099 (UGAF use only): If you have a payment that needs to be reimbursed for more than $600, the UGA Foundation is required to submit a 1099.
Fringe (UGAF use only): If the reimbursement is for an item that could be considered a fringe benefit, for example concert tickets, the Foundation is required to review that expense to see if the expense is taxable.
Additional Training