Creating an Expense Report as a Delegated User

First, log into the UGA Financial Management System.

On the UGA Financials Homepage, click the Expenses tile.

The Expenses page is displayed.

Click the Create Expense Report tile.

The Expense Report page is displayed. From this page, you can input the information required to create an expense report.

Note: Depending on your position, there is the possibility that you may be authorized to create expense reports on another's behalf.

To change your user information, click the Actions button.

Click the Change Employee menu item.

The Employee Search window is displayed. The list displays the employees who set you up as a delegate.

To select an employee, select the appropriate Empl ID or Name.

Example shown here: Glenn Hadley profile.

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.

Select the appropriate option from the list.

Example shown here: Out-of-State Travel.

Enter the appropriate information in the Description field.

Example shown here: "Presentation".

From the search results menu, click the appropriate location.

Example shown here: Tennesse, Memphis location.

The Reference field is optional and provides additional information on the expense purpose.

Enter the appropriate information in the Reference field.

Example shown here: "Presentation".

An Accounting Tag is a shortcut that automatically provides chartstring information (except Bud Ref)

To enter the chartstring information manually, click the Accounting Defaults link.

Enter the appropriate year into the Bud Ref field.  

Example shown here: "2024".

Enter the appropriate information into the Fund field.  

Example shown here: "10000".

Enter the appropriate information into the Program field.  

Example shown here: "11100".

Enter the appropriate information into the Dept field.  

Example shown here: "19111FIB".

Enter the appropriate information into the Class field.

Example shown here: "11800".

Click the Done button.

To create the appropriate expense details, click the Expense Report Action drop-down menu.

Click the Add Expense Lines option.

The Expense Entry page is displayed. From this page you can add, delete, and edit individual expense lines as needed.

Enter an appropriate expense type into the Expense Type field.

Example shown here: "D-Car Rental".

Enter the appropriate information into the Description field.

Example shown here: "Car for AI Conference".

To choose between Employee Paid and Travel Agency payment methods, click the Payment drop-down menu.

Note: The Payment option Employee Paid is the default payment method.

Example shown here: Default method Employee Paid.

Enter the appropriate payment amount into the Amount field.

Example shown here: "429.11".

To choose between preferred and non-preferred merchants, click the Merchant drop-down menu.

Click the Preferred list item.

To select a merchant, click the Preferred Merchant drop-down menu..

Select the appropriate merchant.

Example shown here: Hertz Car Rental list item.

Receipts are required for certain expense types, such as car rentals.

Click the Attach Receipt (Required) button.

The Attachments pop-up window is displayed.

Click in the Add Attachment button.

The File Attachment pop-up is displayed.

Click the My Device button.

A system pop-up window is displayed to allow file selection. 

Select the appropriate file to upload.

Example shown here: Car Rental 2024-03-15 link.

Click the Open button.

Click the Upload button.

Click the Done button.

Note: The Enter Description field can be used to include addition details about the receipt.

Once all receipts are attached, click the Done button.

To include other related expenses, click the Add Expense button.

A new expense line is added to the report.

Enter the appropriate expense type into the Expense Type field.

Example shown here: "D- ".

For departure and return dates, travelers are only eligible for 75% of the standard $50 rate.

From the search results menu, click the D-Lodging option.

Click the Save button.

Once all expenses have been entered, click the Review and Submit button.

To review or attach a note to the expense report, click the Notes button.

The Notes window is displayed. From this window, you can add new notes, or view or delete existing notes.

Click the Add Notes button.

Click the Done button.

The Expense Summary Report is displayed with the entered expense item dollar amounts, and the Approval Status information.