Creating an Expense Report as a Delegated User

   Overview   

The Travel Module in the UGA Financial Management System allows delegation of authority in order to allow a "delegate" to create an expense report.

Note: Delegates are NOT able to submit an expense report on behalf of another employee. The state of Georgia requires all expense reports to be submitted by the employee that incurred the expense. If a delegate creates the expense report for an employee, that employee will still need to go into the system to submit the expense report.

In this article, you will learn the steps to create an expense report on behalf of someone as their delegated user in the UGA Financial Management System.

Note: When selecting a Domestic Travel location, search by State name then City name.  If the city does not appear select STATE, Standard Rate (Non High Cost for Georgia).

When selecting an International Travel location, search by Country name then City name.  If the city does not appear select COUNTRY, Other.

1. Step 1

The Employee Self Service page is displayed with the Expenses tile highlighted.

First, log into the UGA Financial Management System.

On the UGA Financials Homepage, click the Expenses tile.

2. Step 2

The Expenses page is displayed with the Create Expense Report tile highlighted.

The Expenses page is displayed.

Click the Create Expense Report tile.

3. Step 3

The Expense Report page is displayed with the Actions button highlighted.

The Expense Report page is displayed. From this page, you can input the information required to create an expense report.

Note: Depending on your position, there is the possibility that you may be authorized to create expense reports on another's behalf.

To change your user information, click the Actions button.

4. Step 4

he Expense Report page is displayed with the Change Employee menu item is highlighted.

Click the Change Employee menu item.

5. Step 5

The Employee Search pop-up window is displayed with the row containing ‘180XXXX Glenn Hadley’ highlighted.

The Employee Search window is displayed. The list displays the employees who set you up as a delegate.

To select an employee, select the appropriate Empl ID or Name.

Example shown here: Glenn Hadley profile.

6. Step 6

The Expense Report page is displayed with the Business Purpose field highlighted.

Users can choose from In-State Travel, Out-of-State Travel, Group Travel Paid by Employee or Non-Travel Reimbursement.

Click the Business Purpose drop-down list.

7. Step 7

The Expense Report page is displayed with the Out-of-State Travel option highlighted in the Business Process drop-down list.

Select the appropriate option from the list.

Example shown here: Out-of-State Travel.

8. Step 8

The Expense Report page is displayed.

Enter the appropriate information in the Description field.

Example shown here: "Presentation".

9. Step 9

The Travel To field is highlighted.

The Travel To field is the destination for the trip.

Enter the appropriate information into the Travel To field.

Note: For US states, type the State Name first, i.e. FLORIDA. For international locations, type the country first, i.e. FRANCE.

 

10. Step 10

The 'TN004 TENNESSEE, Memphis' option is highlighted.

From the search results menu, click the appropriate location.

Example shown here: Tennesse, Memphis location.

11. Step 11

The Reference field is highlighted.

The Reference field is optional and provides additional information on the expense purpose.

Enter the appropriate information in the Reference field.

Example shown here: "Presentation".

12. Step 12

The Accounting Tag label and field is highlighted.

An Accounting Tag is a shortcut that automatically provides chartstring information (except Bud Ref)

13. Step 13

The Accounting Defaults link is highlighted.

To enter the chartstring information manually, click the Accounting Defaults link.

14. Step 14

The Expense Report Defaults pop-up window is displayed with the Bud Ref field highlighted.

Enter the appropriate year into the Bud Ref field.  

Example shown here: "2024".

15. Step 15

The Expense Report Defaults pop-up window is displayed with the Fund field highlighted.

Enter the appropriate information into the Fund field.  

Example shown here: "10000".

16. Step 16

The Program field is highlighted.

Enter the appropriate information into the Program field.  

Example shown here: "11100".

17. Step 17

The Dept field is highlighted.

Enter the appropriate information into the Dept field.  

Example shown here: "19111FIB".

18. Step 18

The Class field is highlighted.

Enter the appropriate information into the Class field.

Example shown here: "11800".

19. Step 19

The Done button is highlighted.

Click the Done button.

20. Step 20

The Expense Report page is displayed with the Expense Report Action drop-down menu highlighted.

To create the appropriate expense details, click the Expense Report Action drop-down menu.

21. Step 21

The Expense Report page is displayed with the Add Expense Lines option highlighted in the Expense Report Action drop-down menu.

Click the Add Expense Lines option.

22. Step 22

The Expense Entry page is displayed with the Expense Type search button highlighted.

The Expense Entry page is displayed. From this page you can add, delete, and edit individual expense lines as needed.

Click the Expense Type drop-down menu.

23. Step 23

The Expense Type Search pop-up window is displayed with the D-Car Rental option highlighted.

The Expense Entry page is displayed. From this page you can add, delete, and edit individual expense lines as needed.

Enter an appropriate expense type into the Expense Type field.

Example shown here: "D-Car Rental".

 

24. Step 24

The Expense Entry page is displayed with the Description field highlighted.

Enter the appropriate information into the Description field.

Example shown here: "Car for AI Conference".

25. Step 25

The Expense Entry page is displayed with the Payment drop-down menu highlighted.

To choose between Employee Paid and Travel Agency payment methods, click the Payment drop-down menu.

Note: The Payment option Employee Paid is the default payment method.

Example shown here: Default method Employee Paid.
 

26. Step 26

The Amount field is highlighted.

Enter the appropriate payment amount into the Amount field.

Example shown here: "429.11".

27. Step 27

The Merchant drop-down menu is highlighted.

To choose between preferred and non-preferred merchants, click the Merchant drop-down menu.

28. Step 28

The Preferred list item is highlighted in the Merchant drop-down menu.

Click the Preferred list item.

29. Step 29

The Preferred Merchant drop-down menu is highlighted.

To select a merchant, click the Preferred Merchant drop-down menu..

30. Step 30

The Hertz Car Rental list item is highlighted in the Preferred Merchant drop-down list.

Select the appropriate merchant.

Example shown here: Hertz Car Rental list item.

31. Step 31

The Attach Receipt (Required) button is highlighted.

Receipts are required for certain expense types, such as car rentals.

Click the Attach Receipt (Required) button.

32. Step 32

The Attachments pop-up window is displayed with the Add Attachment button highlighted.

The Attachments pop-up window is displayed.

Click in the Add Attachment button.

33. Step 33

The file attachment pop-up is displayed with the My device button highlighted.

The File Attachment pop-up is displayed.

Click the My Device button.

34. Step 34

A system pop-up window is displayed with the 'Car Rental 2025-03-15' file highlighted.

A system pop-up window is displayed to allow file selection. 

Select the appropriate file to upload.

Example shown here: Car Rental 2024-03-15 link.

35. Step 35

A system pop-up window is displayed with the Open button highlighted.

Click the Open button.

36. Step 36

The file attachment pop-up is displayed with the Upload button highlighted.

Click the Upload button.

37. Step 37

The file attachment pop-up is displayed with the Done button highlighted.

Click the Done button.

38. Step 38

The Attachments pop-up window is displayed with the Enter Description field highlighted.

Note: The Enter Description field can be used to include addition details about the receipt.

Once all receipts are attached, click the Done button.

39. Step 39

The Expense Entry page is displayed with the Add button highlighted.

To include other related expenses, click the Add Expense button.

40. Step 40

The Expense Entry page is displayed with the Expense Type field highlighted.

A new expense line is added to the report.

Enter the appropriate expense type into the Expense Type field.

Example shown here: "D- ".

41. Step 41

The Expense Type Search pop-up window is displayed with the 'D-Lodging' option highlighted.

For departure and return dates, travelers are only eligible for 75% of the standard $50 rate.

From the search results menu, click the D-Lodging option.

42. Step 42

The Expense Entry page is displayed with the Save button highlighted.

Click the Save button.

43. Step 43

The Expense Entry page is displayed with the Review and Submit button highlighted.

Once all expenses have been entered, click the Review and Submit button.

44. Step 44

The Expense Summary page is displayed with the Notes button highlighted.

To review or attach a note to the expense report, click the Notes button.

45. Step 45

The Notes window is displayed with the Add Notes button highlighted.

The Notes window is displayed. From this window, you can add new notes, or view or delete existing notes.

Click the Add Notes button.
 

46. Step 46

The Notes window is displayed with the Done button highlighted.

Click the Done button.
 

47. Step 47

The Expense Summary page is displayed and highlighted.

The Expense Summary Report is displayed with the entered expense item dollar amounts, and the Approval Status information.
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