Creating a Non-Travel Expense Report

   Overview   

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

UGA Financial System homepage displayed with Expenses tile highlighted

First, log into the UGA Financial System.

On the UGA Financials Homepage, click the Expenses tile.

2. Step 2

Expenses page displayed with Create Expense Report tile highlighted

The Expenses page is displayed.

Click the Create Expense Report tile.

3. Step 3

Expense Report page displayed with Business Purpose drop down 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.

4. Step 4

Expense Report page displayed with Business Purpose drop down highlighting Non-Travel Reimbursement

Select the Non Travel Reimbursement option.

5. Step 5

Expense Report page displayed with Description field highlighted

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

Expense Report page displayed with Accounting Tag field highlighted

Enter the appropriate information into the Accounting Tag field. 

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

7. Step 7

Expense Report page displayed with Accounting Tag field highlighting Applicant link

Click the appropriate link.

Example shown here: Applicant  link.

8. Step 8

Expense Report page displayed with Accounting Defaults button highlighted

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

Expense Report Defaults pop up displayed with Bud Ref field highlighted

Enter the appropriate year into the Bud Ref  field.  

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

10. Step 10

Expense Report Defaults pop up displayed with Done button highlighted

Click the Done button.

11. Step 11

Expense Report page displayed with Expense Report Action drop down highlighted

Click the Expense Report Action drop-down menu.

12. Step 12

Expense Report page displayed with Expense Report Action highlighting Add Expenses Line option

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

Click the Add Expenses option.

13. Step 13

Expense Entry page displayed with Expense Type field highlighted

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

14. Step 14

Expense Type Search pop up with Collapse All link highlighted

Click the Collapse All link.

15. Step 15

Expense Type Search pop up with Supplies and Other option highlighted

Choose the appropriate expense category from the expanded list.    

Example shown here: Supplies and Other option.

16. Step 16

Expense Type Search pop up with O-Instructional/Lab Supplies option highlighted

Choose the appropriate expense item from the expanded list.

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

17. Step 17

Expense Entry page displayed with Description field highlighted

Enter appropriate information into the *Description field.

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

18. Step 18

Expense Entry page displayed with Amount field highlighted

Enter the appropriate information into the *Amount  field. 

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

19. Step 19

Expense Entry page displayed with Attach Receipt (Required) link highlighted

Click the Attach Receipt (Required) link.

20. Step 20

Attachments pop up displayed with Add Attachment button highlighted

Click the Add Attachment button.

21. Step 21

Select File to create as Attachment pop up displayed with Choose from My Device highlighted

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

22. Step 22

Select File to create as Attachment pop up displayed with Choose from My Device highlighting a chosen screenshot

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

Select File to create as Attachment pop up displayed with Choose from My Device highlighting Open

Click the Open button.

24. Step 24

Select File to create as Attachment pop up displayed with Upload button highlighted

Click the Upload button.

25. Step 25

Select File to create as Attachment pop up displayed with Done button highlighted

Click the Done button.

26. Step 26

Attachments pop up displayed with Description field highlighted

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

Attachments pop up displayed with Done button highlighted

Click the Done button.

28. Step 28

Expense Entry page displayed with Save button highlighted

Click the Save button.

29. Step 29

Expense Entry page displayed with Review and Submit button highlighted

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

30. Step 30

Expense Entry page displayed with Submit button highlighted

The Expense Summary page is displayed.

Click the Submit button.

31. Step 31

Submission Confirmation notice stating the expense report is related to UGA business with the Submit button highlighted

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