Create Expense Report on Behalf of Someone Else

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There are two ways you can create and submit an expense report on behalf of someone else in UGAF@Work.

 

1.        Create an Expense Report as a delegate – If someone delegates the Create Expense Report task initiation to you, you are able to switch to their account and act on their behalf.

2.       ‘Create Expense Report for Worker’ task – If you have the proper security permissions (Campus Expense Data Entry Specialist), you will be able to access the Create Expense Report for Worker task, which will look the same as the standard Create Expense Report task with the addition of a “Pay To” field, in which you will select the employee for whom you are submitting the expense report for.

Hint: Create Expense Report for Worker will usually be used by administration staff to submit a report for someone in their unit. Delegated tasks are tasks given to others to help manage while someone is out of office.

Create an Expense Report as a Delegate

To create an expense report on behalf of another individual, that individual will first need to set up the delegation using their own account. Once that step has been completed, you will be able to access the task as their delegate.

Resource: You can refer to the ‘Delegate a Task or Approval Authority’ user guide or the ‘UGAF@Work Delegations’ video to view the step-by-step process for delegation setup.

 

From the UGAF@Work home page:

 

1.        Click the Profile icon in the upper right.

2.       Click Switch Account.

 

3.       Select the name of the delegator you want to submit the expense report for.

4.       You will be switched to the delegator’s account. A grey header will run along the top of your screen that says, “On Behalf Of: [Employee Name]”.

5.       The Delegation Dashboard will display. Select Create Expense Report.

 

6.       The Create Expense Report window opens. Notice the first field, Expense Report For, has been pre-populated with the name of the employee for whom you are submitting the expense report.

7.       You have the option to either Create New Expense Report or Copy Previous Expense Report.

Hint: The Copy Previous Expense Report option will show pervious expense reports for that employee, not previous reports you have submitted.

 

8.      In the Memo field, enter a clear description of the business purpose for the expense, such as “UGAF – Speaker Honorarium”.

9.       The Company field will default to The University of Georgia Foundation.

10.   The Expense Report Date field will default to today’s date.

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.

 

11.     (Either Step 11 or 12) Make the appropriate selection in the Gift field.

12.    (Either Step 11 or 12) Make the appropriate selection in the Unrestricted Budget field.

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.

 

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.

 

13.    Select the appropriate Cost Center (if not populated automatically).

Hint: A Cost Center is a unit for tracking departmental expenses. They support budgeting, reporting, and internal accounting.

 

14.    Select the Functional Expense (if not populated automatically).

15.    Select the Fund (if not populated automatically).

	Hint: A Fund is the UGAF classification for financial restrictions – Unrestricted, Temporary, or Permanent. Includes Endowed, Quasi, Non-Endowed, etc. (FKA Fund Type)
	Tip: The Fund will likely be automatically populated based on your prior selections, and, if so, should not be changed.

 

16.    Select the Program.

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.

 

17.    (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.

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.

 

18.    Select OK.

19.    On the Expense Lines tab, click Add.

20.   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.

Hint: Be sure to attach the Entertainment Form, as applicable. Ensure all documents match the amounts and descriptions in UGAF@Work".

 

21.    The Expense Date field will automatically populate today’s date but make sure you change it to the date of the expense if you are not submitting the same day.

22.   In the Expense Item field, select a specific expense item.

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.

 

23.   In the Total Amount field, enter the total amount of the expense item.

24.   In the Memo field, enter a clear description of the expense item.
 

Note: The selections you made in the Cost Center, Functional Expense, Fund, Program, and Additional Worktags fields on the previous screen will automatically populate on the expense line entry.

 

Hint: If you multiple receipts, multiple expenses to submit, or need to itemize your expenses, follow the “Itemize Your Expenses or Submitting Multiple Receipts” instructions on the Create Expense Report for Self User Guide.

 

25.   Select Submit.

26.   After the employee you are submitting on behalf of attests to the expense, the expense report will route to the appropriate Cost Center Manager and/or Cost Center Chief for approval.

‘Create Expense Report for Worker’ Task

From the UGAF@Work home page:

 

1.        In the global search bar, enter “cre exp rep for wor” and select the Create Expense Report for Worker task.

2.       In the Pay To field, search for and select the employee for whom you are creating the expense report.

Note: This field is the only difference when using the ‘Create Expense Report for Worker’ task. Everything else replicates the normal ‘Create Expense Report’ task.

 

3.       Select either Create New Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report.

Hint: The Copy Previous Expense Report option will show pervious expense reports for that employee, not previous reports you have submitted.

 

4.       In the Memo field, enter a clear description of the business purpose for the expense, such as “UGAF – Speaker Honorarium”.

5.       The Company field will default to The University of Georgia Foundation.

6.       The Expense Report Date field will default to today’s date.

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.

 

7.       (Optional) Make the appropriate selection in the Gift field.

8.      (Optional) Make the appropriate selection in the Unrestricted Budget field.

	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.
	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.

 

9.       Select the appropriate Cost Center (if not populated automatically).

Hint: A Cost Center is a unit for tracking departmental expenses. They support budgeting, reporting, and internal accounting.

 

10.   Select the Functional Expense (if not populated automatically).

11.     Select the Fund (if not populated automatically).

	Hint: A Fund is the UGAF classification for financial restrictions – Unrestricted, Temporary, or Permanent. Includes Endowed, Quasi, Non-Endowed, etc. (FKA Fund Type)
	Tip: The Fund will likely be automatically populated based on your prior selections, and, if so, should not be changed.

 

12.    Select the Program.

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.

 

13.    (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 UGAF@Work system and can be selected in the Expense Attribute (CF1) field.

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.

 

14.    Select OK.

Note: If the employee who is the subject of the expense report has not set up their payment elections, then the expense report cannot be submitted and an error will be received at this point. An expense report can be drafted but cannot be submitted without a payment election. You can view the Enter & Edit Payment Elections for Reimbursement user guide or the Create and Edit Payment Elections video for more information.

 

15.    On the Expense Lines tab, click Add.

16.    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.

Hint: Be sure to attach the Entertainment Form, as applicable. Ensure all documents match the amounts and descriptions in UGAF@Work".

 

17.    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.

18.    In the Expense Item field, select a specific expense item.

Hint: Expense Items in UGAF@Work are similar to what was previously referred to as “Expense Types” in PeopleSoft Financials.

 

Important: Do not check the Item Details Use Tax, 1099, and Fringe are items the Foundation team use 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 on the Create Expense Report for Self guide.

 

19.    In the Total Amount field, enter the total amount of the expense item.

20.   In the Memo field, enter a clear description of the expense item.

21.    Select Submit.

22.   After the employee you are submitting on behalf of attests to the expense, the expense report will route to the appropriate Cost Center Manager and/or Cost Center Chief for the necessary approvals.

Attestation Process

When you submit an expense report on behalf of someone else, that individual will need to attest to the expense report being submitted on their behalf prior to it routing through the normal approval process.

 

The employee will select 1 of 3 options:

 

1.        Approve – They verify that the information is accurate and approve the expense report, pushing it to the next approval step in the business process.

2.       Send Back – They identify errors within the expense report that need to be corrected, so they send the expense report back to you to revise and resubmit. The expense report will appear in your ‘My Tasks’.

3.       Add Approvers – They recognize the need for additional approvers on the expense report, so they select the appropriate individuals and send it to them for an additional approval step before routing it through the remaining steps in the business process.

Resource: There is a separate user guide titled “Attest an Expense Report Submitted on Your Behalf” that walks through this process in more detail.