How to:

Create A Report

This section of the menu is used to create your expense report, edit it, and save it for future submission.  There are 5 options to choose from.

Click Here to Start – This option takes you to a simple “purpose” screen that requires three pieces of information: a begin date, an end date and a purpose.  The begin dates and the end dates are the day you left on your trip and the day that you returned.  If this report is not for a trip, enter the dates that describe the period covering your expenses.  In the purpose field enter the reason for the trip of expenses.  The purpose screen has several options for exiting this screen.

Add Some Receipts - This screen lets you add receipts/expenses to a report.  Reciepts can be entered 5 at a time and multiple screens can be used to enter any number of receipts to a report.

Add Mileage - Use this screen to add a mileage claim to the report.  The mileage rate is automatically provided.  You need to specify the trip date and the starting point and ending destination in the “from” and “to” fields.

Add Hotel Receipt - This screen lets you enter a Hotel receipt.   It will expense the primary amount to lodging expense while letting you breakout items such as laundry and meals to their appropriate expense categories.

Enter an Advance - Enter the amount of any advances that you received for this trip.   This amount will be subtracted from The amount reimbursed to you.

Advance Money Returned - Enter the portion of any advance money that you are returning.   This amount will be added to your reimbursement.

Save Report For Later - This option saves the report that you are currently working on to the Web server.  This will give you access to the report, via the “Access A Report” option in “Other Tasks”, at a later time.  Note: if you are ready to submit a report for reimbursement, you can access that option in the “Get Your Reimbursement” section directly.  It will save you report for you.  Warning:  Do not resave reports that have been submitted.  Since the system thinks that you may have modified the report, it will break the link between your report and the one in the auditors database.

As you create and add receipts/expenses to you report, you will notice the screen is updated showing the report header information, trip purpose, and receipts, as well as various totals.  This information can be edited by using the edit and delete links to the right of the items.

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