Submitting and Approving Expense Reports with ADA Accommodations

Summary

This article explains how to include Americans with Disability Acts (ADA) related accommodations in an Expense Report and how Expense Managers should review these expenses for approval.

Body

Overview

This article shows the steps to include and approve Americans with Disabilities Act (ADA) Accommodation related travel expenses. ADA Accommodations require a letter to be filed with University Human Resources (UHR) from a licensed physician explaining what is additional support is needed and the duration such support will be needed.

Central Accounts Payable with coordinate confirmation of ADA Accommodation letters with UHR.

1. Step 1

Expense Report page displayed with the Reference field highlighted

For more detailed instructions, see the Creating an Expense Report Article.

Enter the appropriate information in the General Information fields of the Expense Report.

To add Americans with Disabilities Act (ADA) Accommodations, click the lookup magnifying glass in the right of the Reference field.

2. Step 2

Lookup pop up displayed with the ADA Filed ADA Associated Travel option highlighted

The Lookup pop up is displayed.

Click the ADA Filed ADA Associated Travel option.

3. Step 3

Expense Report page displayed with the Expense Report Action button highlighted

With the ADA Filed information entered,

click the Expense Report Action dropdown menu.

4. Step 4

Expense Report page displayed with the Add Expense Lines option highlighted

Click the Add Expense Lines option.

5. Step 5

Expense Report page displayed with the expense items section highlighted

Enter all the required information for each expense item, including, Date, Expense Type, Payment, Amount, Biling Type, Ticket, Receipts, etc.

For more detailed instructions, see the Creating an Expense Report Article.

6. Step 6

Expense Report page displayed with the Save button highlighted

With all information entered, click the Save button.

7. Step 7

Expense Report page displayed with the Review and Submit button highlighted

Click the Review and Submit button.

8. Step 8

Expense Summary page displayed with Additional Information section and Submit button highlighted

The Expense Report will need to be associated with the appropriate approved Travel Authorization. See the Linking a Travel Authorization to an Expense Report article.

When all information is entered and verified, click the Submit button.

9. Step 9

Submission Confirmation pop-up window displayed with the Submit button highlighted

The Submission Confirmation pop-up window is displayed.

Click the Submit button.

10. Step 10

My Expense Reports page displayed with the AP Conference expense details highlighted

A message is displayed stating "Expense Report XXXXX has been submitted.

11. Step 11

Pending Approvals page disp;ayed with the Amelia Hertzog - 0101234567 link highlighted

For full instructions, see the Approving an Expense Report as an Expense Manager article.

Select the appropriate Expense Report link.

Example shown here: Amelia Hertzog - 0101234567

12. Step 12

Expense Report page displayed with the Reference field highlighted

The Expense Report page is displayed.

ADA Accomodations are noted in the Reference field as ADA Filed.

13. Step 13

Expense Report page displayed with the Summary section highlighted

Review the Summary and Expense Line for completeness and compliance with travel policy.

Note: Central Accounts Payable will coordinate confirmation of ADA Accommodation letters and details with UHR once approved at the Expense Manager level