The O (Other) expense types cover a few types of non-travel-related expenses that an employee may incur. For example, if an employee had to quickly pay out-of-pocket for lab materials, they would add the O - Instructional/Lab Supplies expense type to their expense report for reimbursement.
The O-Other Misc Expense option should rarely be used and only if the incurred expenses do not fall into any of the other provided expense types..
In this article, you will learn how to use the Other expense type when entering an Expense Report in the UGA Financial Management System.
The Non-Travel Expense Types Quick Reference contains descriptions and more information about the Other expense subtypes.
First, log into the UGA Financial Management System.
Starting from the Expense Entry page within your expense report, click the Calendar icon within the Date field.
A calendar is displayed.
Select the date on which the expense was incurred.
Example shown here: January 21, 2020.
To search through the available expense types, click the lookup magnifying glass within the Expense Type field.
The Expense Type Search pop-up box is displayed. The Other expense types should only be used for items that were purchased by an employee because of time sensitivity.
Note: The O-Other Misc Expenses should be used rarely and not for employee food purchases. See the Food and Entertainment Policy for more information.
Select the appropriate expense type.
Example shown here: the O-Instructional/Lab Supplies option.
A brief description allows you to describe the nature of the expense to the approver who will review the expense report.
Enter appropriate information into the Description field.
Example shown here: "Supplies for lab".
Enter the total of the expense receipt into the Amount field.
Example shown here: "86.11".
Proper documentation is required for all Expense Reports. You must attach the receipt in order to justify the amount being requested.
Click the Attach Receipt button.
The Attachments pop-up window is displayed.
Click the Add Attachment button.
The File Attachment pop-up window is displayed.
Click the My Device button.
Navigate, as necessary, to the corresponding receipt.
Click to select the appropriate file.
Example shown here: 20200109_142333 link.
Click the Open button.
Click the Upload button.
Enter an appropriate description in the field below the file name, if needed.
Example shown here: "Pipettes and gloves".
A confirmation appears indicating that the attachments have been saved. The number of attached files also displays on the Attach Receipt button.
Click the Save button.