Viewing All Expense Reports

   Overview   

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.

1. Step 1

The Employee Self Service page is displayed with the Classic Home tile highlighted

First, log into the Financial Management System.

Click the Classic Home button.

2. Step 2

The Classic Home page is displayed with the View link highlighted

To navigate to the Expense Report View page, select:

Main Menu > Travel and Expenses > Expense Report > View

3. Step 3

The Expense Report Search Criteria page is displayed

The Expense Report Search Criteria page is displayed. Use this page to enter the report criteria that you want to search.

4. Step 4

The Expense Report Search Criteria page with the Report ID field highlighted

The Report ID field is used to search for a specific report by Report ID.

5. Step 5

The Expense Report Search Criteria page with the Name field highlighted

The Name field is used to search for a specific report by the name of the person that submitted the expense report.

6. Step 6

The Expense Report Search Criteria page with the Report Status field highlighted

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.

7. Step 7

The Report Status options are displayed

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.

8. Step 8

The Report Status options are displayed with the Approvals in Process option highlighted

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.

9. Step 9

The Report Status options are displayed with the Approved for Payment option highlighted

The Approved for Payment option will display all expense reports that have been approved for payment to the initiator.

10. Step 10

The Report Status options are displayed with the Denied by Approver option highlighted

The Denied by Approver search option will display all expense reports that have been denied at the approver level.

11. Step 11

The Report Status options are displayed

Other search options exist as well.

12. Step 12

The Expense Report Search Criteria page with the Report Status field highlighted

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.

13. Step 13

The Expense Report Search Criteria page with the Search button highlighted

When you have input your desired criteria, click the Search button.

14. Step 14

The Expense Report Search Results page is displayed

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.

15. Step 15

The View Expense Report page is displayed

The View Expense Report page is displayed.

At the top of the page, you can view the Business Purpose, Description, and approval status.

16. Step 16

The View Expense Report page is displayed with the Notes link highlighted

You can read any notes associated with the expense report.

17. Step 17

The View Expense Report page is displayed with the Expense Totals field and the Amount Due field highlighted

You can view the expense totals and the amount due to the employee.

18. Step 18

The Approval History is displayed

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.
 
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