Submitting an Expense Report

   Overview   

In this article, you will learn to submit an expense report for approval. Travel expense reports will go through the Distributed HR Supervisor before it goes to the Expense Manager. Non-travel related expense reports will bypass the Distributed HR Supervisor and go directly to the Expense Manager.

 

1. Step 1

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

First, log into the Financial Management System

From the Employee Self Service Home page, Click the Expenses tile.

2. Step 2

The Expenses page is displayed with the My Expense Reports tile highlighted.

Click the My Expense Reports tile.

3. Step 3

The My Expense Reports page is displayed and highlighted.

The My Expense Reports page is displayed. You can view the various statuses of expense reports on this page.

Note: Only Returned and Not Submitted Expense Reports can be modified.

4. Step 4

The Not Submitted menu is highlighted.

Click the approriate status for the expense reports you want to review.

Note : Clicking on the Not Submitted menu will be the course of action for travelers that have delegated creation and modification functionality. However, for those travelers who have not, they will likely create their expense report and submit it as the last step in the process.

Example shown here: Not Submitted menu.

5. Step 5

The Savannah Conference Expense Report option is highlighted.

To submit a previously created expense report, click the appropriate expense report field.

Example shown here: Savannah Conference option.

6. Step 6

The Expense Entry page is displayed with the different options highlighted.

The Expense Report page is displayed. Review each Expense Type by clicking on the menu items.

7. Step 7

The Review and Submit button is highlighted.

Once you have reviewed the expense types, click the Review and Submit button.

8. Step 8

The Expense Summary page is displayed with the View Analytics button highlighted.

The Expense Summary page summarizes the number of expenses and the amount due to the employee.

Note: Under Additional Information, you can see if there are other travel authorizations associated with this expense report.

Click the View Analytics button.

9. Step 9

The View Analytics pop-up is displayed with the close button highlighted.

The View Analytics page allows users to see data by Date/Type, by Department, and by Project/Activity.

Once you have reviewed the data, click the Close button.

10. Step 10

The Notes button is highlighted.

Click the Notes button.

11. Step 11

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

The Notes page allows you to add/edit notes related to the expense report.

Click the Done button.

12. Step 12

The View Printable Report button is highlighted.

Click the View Printable Report button to view a PDF copy of the expense report.

13. Step 13

The report is displayed with the print and download buttons highlighted.

The printable expense report appears on the screen in a new tab.

You can download a PDF copy of the document by clicking on the Download icon or print a hard copy of the document by clicking on the Print icon.

14. Step 14

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

Once you are done reviewing Additional Information on the Expense Report, click the Submit button.

Note : The Submit button will not work for a delegated user. The employee whose expenses are being submitted must login and submit the report.

15. Step 15

The Submission Confirmation page is displayed with the Submit button highlighted.

A dialog box confirms your decision to submit the Expense Report. 

Click the Submit button to complete the submission.

16. Step 16

The Submission Confirmation notification is displayed and highlighted.

The selected Expense Report has been submitted for approval.

17. Step 17

The report is highlighted in the Awaiting Approval section.

Note: You can see the Expense Report you submitted in the Awaiting Approval list.
 
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