The UGA Financial Management System provides the functionality to go back and view all expense reports. This may be helpful if you are an approver and you want to view expense reports you have approved. It may also be helpful for business managers and others who want to view specific expense reports for which they were not the initiator or an approver.
These pages can be accessed as instructed in Classic mode or through the Business Management WorkCenter in the Link pagelet.
In this article, you will learn how to search all submitted expense reports in UGA Financial Management.
These pages can also be accessed in the Business Management Workcenter under the Links pagelet.
First, log into the Financial Management System.
Click the Classic Home button.
To navigate to the Expense Report View page, select:
Main Menu > Travel and Expenses > Expense Report > View
The Expense Report Search Criteria page is displayed. Use this page to enter the report criteria that you want to search.
The Report ID field is used to search for a specific report by Report ID.
The Name field is used to search for a specific report by the name of the person that submitted the expense report.
The Report Status field is used to search for a specific report by workflow status.
Click the drop down arrow in the Report Status field to display the report status options.
The Report Status options are displayed.
Note : Some of the search options are not used in the system and will not produce any search results if selected.
The Approvals in Process search option allows you to see a list of all expense reports that have been submitted and are in the approval process.
The Approved for Payment option will display all expense reports that have been approved for payment to the initiator.
The Denied by Approver search option will display all expense reports that have been denied at the approver level.
Other search options exist as well.
Example shown here, you will search for expense reports that have been approved for payment. You might conduct this search if you want to go back to review an expense report that you previously approved.
Select Approved for Payment in the Report Status field.
When you have input your desired criteria, click the Search button.
A list of search results is displayed. The results can be reordered by Report ID, Name, Empl ID, and Creation Date.
Select any of the results to review additional information.
The View Expense Report page is displayed.
At the top of the page, you can view the Business Purpose, Description, and approval status.
You can read any notes associated with the expense report.
You can view the expense totals and the amount due to the employee.
You can view the Approval History, which shows the person that completed the approval process at each step and the date and time that approval actions were taken.
This information can be helpful if you are trying to find the person that needs to take action on an item next.