Copying an Existing Expense Report to Create a New Expense Report

   Overview   

If you find yourself frequently traveling to the same location, the UGA Financial Management System provides you with a method to copy an existing expense report. You can copy an expense report and update the dates, location, or other information you may need to edit to help avoid having to create the same/similar expense reports from scratch.

Note: If an expense report is denied and copied, the system will note that the Ticket Number for the flight has already been used and it will not let you proceed as-is - it is still associated with the denied report. In this scenario, the traveler can use the same ticket number with a letter A at the end so it reads as a different ticket.  For example, ticket number 12345 becomes ticket 12345A.

This article will show you how to copy an existing expense report and copy the information within it to a new expense report.

1. Step 1

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

First, log into the UGA Financial Management System.

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 with the Related Actions button highlighted.

To reveal more operations to perform, click the Related Actions button next to the appropriate expense report.

Example shown here: the Related Actions button next to the test billing type change expense report.

4. Step 4

The My Expense Reports page is displayed with the Copy To New Report menu item highlighted.

Click the Copy To New Report menu item.

5. Step 5

The Expense Report page is displayed with the message "Expense Report ID 0100263054, Conference, has been created" highlighted.

A message will appear along the top of the page, confirming the creation of a new expense report and expense report ID . Review the information to make sure it matches the original expense report. If the ChartField distribution should be updated for the new report, you should click the Accounting Defaults box to update it.

6. Step 6

The Expense Report page is displayed with the Update Details button highlighted.

After reviewing the information, click the Update Details button.

7. Step 7

The Expense Entry page is displayed.

The Expense Entry page is displayed. From this page, you can view the copied expense lines. Dates, amounts, and expense types should be updated if applicable.

8. Step 8

The Accounting button is highlighted.

To review the Accounting Tag information, click the Accounting button.

9. Step 9

The Expense Report Distributions pop-up window is displayed with the Accounting Details section highlighted.

The Expense Report Distributions page is displayed. Within the Accounting Details section, the ChartField information is displayed. Review the information to make sure it matches the original expense report.

10. Step 10

The Expense Report Distributions pop-up window is displayed with the Accounting Details section highlighted.

Please take note the information displayed on this page is inherited from the source expense report. Selecting an Accounting Tag on the General Information page will not change the accounting on this page.

11. Step 11

The Done button is highlighted.

After review, click the Done button.

12. Step 12

The Expense Entry page is displayed with the Review and Submit button highlighted.
Click the Review and Submit button.

13. Step 13

The Expense Entry page is displayed with the Notes menu item highlighted.

If there are any Notes listed within the Additional Information section, take the time to review the Notes menu item and confirm that the notes match the original expense report.
Print Article