If you incur an expense that you wish to save for later and include in a future expense report, you can add a quick expense. These entries will be saved in My Wallet section of the Expenses menu. When you are filling out the expense report later, you can import those quick expense to the report. In this article you will learn to add a quick expense as a delegated user.
This article will show you how to add a quick expense on behalf on an employee to whom you have been assigned as a delegate.
First, log into the UGA Financial Management System.
Click the Expenses tile.
Click the Add Quick Expense tile.
The My Wallet page is displayed. From this page, you can add, delete, or filter individual expenses.
Depending on your position, there is the possibility that you may be authorized to create expenses on another's behalf. To change your role, click the Actions button next to the Employee Identifier.
Click the Change Employee menu item.
The Employee Search page is displayed. Listed on this page are the employees for whom you are authorized to act on their behalf. To select an employee, simply click within the appropriate field.
Example shown here: click the UGA Employee object.
Take note that the Employee Identifier in the top left corner of the screen has changed to reflect the selected employee.
A new expense page is created and displayed. Note that the Date field will automatically populate with the current date.
Enter appropriate information into the Date field.
Example shown here: enter "12/18/2017".
To search for an Expense Type, click the Lookup magnifying glass within the Expense Type field.
The Expense Type Search page is displayed. Please note that when selecting an Expense Type for a Quick Expense, mileage and per diems are not to be selected. Mileage and per diems are added directly to an expense report for calculated amounts.
To view all Expense Types, click the All Types tab.
Click the appropriate expense type.
Example shown here: click the D-Car Rental expense type.
Enter appropriate information into the Description field.
Example shown here: enter "For hauling equipment".
Enter appropriate information into the Amount field.
Example shown here: enter "200.00".
If the expense is for a car rental, you will be prompted to provide the used merchant. To select a preferred merchant, click the Preferred Merchant list.
Click the appropriate merchant.
Example shown here: click the Enterprise Car Rental list item.
To select and attach a receipt to the expense, click the Attach Receipt link.
The Attachments page is displayed.
Click the Add Attachment button.
NOTE: This example only takes you through the perspective of a desktop user. The displays will be slightly different for phone users.
Click the My Device button.
A File Explorer window will appear. Locate and click the appropriate file for attachment.
Click on the car-rental-invoice-template.jpg file.
Once selected, click the Open button.
After your upload is complete, click the Done button.
Example shown here: enter "Rental receipt".