Creating a Non-Travel Expense Report


If you wish to receive reimbursement for any non-travel expenses, you will need to create and submit an expense report. This article walks you through the steps to create an expense report for non-travel related expenses.


Tutorial Resources

Non-Travel Expense Reports Quick Start

In this article, you will learn the steps to create Expense Reports for non-travel related expense items in the UGA Financial Management System.

1. Step 1

step image

First, log into the UGA Financial System.

On the UGA Financials Homepage, click the Expenses tile.

2. Step 2

step image

The Expenses page is displayed.

Click the Create Expense Report tile.

3. Step 3

step image

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.

4. Step 4

step image

Select the Non Travel Reimbursement option.

5. Step 5

step image

In the *Description field, you can enter a description for the expense reimbursement. Examples include things like conference presentation, studies abroad, etc. for travel related reimbursements. A description for a non-travel reimbursement may include something like Ziploc bags used in research lab.

Example shown here: "Lab Supplies" in the Description field.

6. Step 6

step image

Enter the appropriate information into the Accounting Tag field. 

Example shown here: "10ACH" into the Accounting Tag field.

7. Step 7

step image

Click the appropriate link.

Example shown here: Applicant  link.

8. Step 8

step image

Note: In the Accounting Defaults field, you can view the ChartField distribution details if you previously keyed in an Accounting Tag. If an Accounting Tag was not used, the ChartField distribution for the funding source should be entered here.

Click the Accounting Defaults button.

9. Step 9

step image

Enter the appropriate year into the Bud Ref  field.  

Example shown here: "2024" in the Bud Ref field.

10. Step 10

step image

Click the Done button.

11. Step 11

step image

Click the Expense Report Action drop-down menu.

12. Step 12

step image

Choose the appropriate expense report from the drop-down menu.  

Click the Add Expenses option.

13. Step 13

step image

To view available expense types, click the lookup magnifying glass in the *Expense Type field.

14. Step 14

step image

Click the Collapse All link.

15. Step 15

step image

Choose the appropriate expense category from the expanded list.    

Example shown here: Supplies and Other option.

16. Step 16

step image

Choose the appropriate expense item from the expanded list.

Example shown here: O-Instructional/Lab Supplies option.

17. Step 17

step image

Enter appropriate information into the *Description field.

Example shown here: "Lab Supplies for the Spectroscopy Lab" into the *Description  field.

18. Step 18

step image

Enter the appropriate information into the *Amount  field. 

Example shown here: "267.00" into the *Amount field.

19. Step 19

step image

Click the Attach Receipt (Required) link.

20. Step 20

step image

Click the Add Attachment button.

21. Step 21

step image

To browse your device for the attachment, click the My Device button.

22. Step 22

step image

A system dialog box is displayed along with available files.

Select the appropriate file to attach.

Example shown here: Screenshot 2024-02-28 item.

23. Step 23

step image

Click the Open button.

24. Step 24

step image

Click the Upload button.

25. Step 25

step image

Click the Done button.

26. Step 26

step image

If necessary, enter an appropriate description for the attachment in the Description field.

Example shown here: "Lab supplies receipt" into the Enter Description field.

27. Step 27

step image

Click the Done button.

28. Step 28

step image

Click the Save button.

29. Step 29

step image

Once all information has been entered, click the Review and Submit button.

30. Step 30

step image

The Expense Summary page is displayed.

Click the Submit button.

31. Step 31

step image

The Submission Confirmation dialog box is displayed. 

Note: By submitting an Expense Report, you are stating the expense is related to UGA business and accepting responsibility for the information.

Click the Submit button.

Print Article


Article ID: 149582
Sat 9/24/22 11:18 PM
Mon 3/11/24 2:21 PM