Exploring Expense Types: Supplies and Other

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: June 7, 2024.

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: Lab Supplies 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.