Creating and Modifying Expense Reports Using PeopleSoft Fluid

Using PeopleSoft Fluid, you can create expense reports in two ways:

Page Name

Definition Name

Usage

Expense Report Page

EX_SHEET_HDR_FL

Enter the General Information of the expense report.

Expense Details Page

EX_SHEET_DTL_FL

Add a new expense entry or import from My Wallet.

Expense Entry Page

EX_SHEET_LN_FL

Enter expense information.

Expense Summary Page

EX_SHEET_SUM_FL

View the total summary of the expense report and allow user to submit the expense report.

Use the Expense Report page (EX_SHEET_HDR_FL) to enter the General Information of the expense report.

Image: Expense Report page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Report page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Reports Page

The Business Purpose, Description and Default Location fields are automatically populated based on your user profile set up. You can change this information if needed. Select the Create Expense Report button to create an expense report.

An expense report is automatically created when you select any one of the following options:

  • Create Expense Report

  • Attach Receipt

  • Accounting Default

Image: Expense Report Page as displayed on a tablet

This example illustrates the fields and controls on the Expense Report Page as displayed on a tablet. You can find definitions for the fields and controls later on this page.

On devices such as a Tablet, desktop or a laptop as there is more screen space, the General Information and Expense Details are combined and displayed on a single page to allow you to add the expenses without having to drill down to a different page.

Expense Report Page as displayed on a tablet

On devices such as a tablet, desktop or a laptop, you can create a new expense report or import from wallet from the Expense Details section of the Expense Report page.

The Expense Report page allows you to define general information about the expenses incurred for the report. PeopleSoft Fluid Expenses populates most of these fields with information that you set up on the Employee Privilege Template Page

You can view or update user defaults by selecting User Defaults from the Action menu in the Expense Report header. The User Defaults option is available only on devices such as desktops and laptops. For more information, see Maintaining User Defaults

Field or Control

Definition

Business Purpose

Select a business purpose from the list. If your user profile is setup with default Business Purpose, the information will automatically be populated in this field.

Description

Enter a description to identify the expense report. If your user profile is setup with default Business Purpose, the information will automatically be populated in this field.

Default Location

Enter a city, country, or geographical area where the expenses were generally incurred. This location will be applied on each expense entry where applicable, and you can change it throughout the expense report process. If you change the default location, PeopleSoft Expenses applies the new location to newly added expenses; the change does not affect existing expense lines

Note: If VAT is enabled, you must enter a default location so that PeopleSoft Expenses can determine the VAT treatment.

Reference

Select a reference id that has been predefined on the Reference Page. This field is used for tracking or identification

Attach Receipt

Add as attachment an expense report receipt.

Once the attachment is uploaded, you can review the attachment by selecting either the Image preview icon or by image file name.

For more information, see Attaching Receipts using PeopleSoft Fluid

Note: This section is available only when the following options are selected in the Receipts Confirmation group box on the Installation Options - Expenses Page:

Option is Attachment Only or both, Image and Attachment

Attachment Location is Header Level or Header and Line

Accounting Defaults

Select to establish default ChartField values for your expense report.

Because these defaults are established at the header level, all transactions on this expense report are charged to this department, fund, project, and activity combination, unless overridden at the line level.

For more information, see Viewing and Updating Expense Report Accounting using PeopleSoft Fluid

Note: This section is not available if the Default Accounting option on the employee privilege template for the expense report transaction is set to Hide.

Add Expense

Select Add Expense button to add a new expense item manually.

Add from My Wallet

Import expenses from wallet. The number indicated in the Add from My Wallet button is the number of available wallet entries that can be imported into an expense report. For more information on importing from wallet, see Importing My Wallet data into Expense Report using PeopleSoft Fluid

Quick Fill

Select to determine which expense types you want to add to expense reports. You can also determine whether you want to add one instance of the expense type or have an entry of that expense type for each day within a date range. For more information see Quick Fill Page

Creating Expense Reports on Behalf of Others

Use the Employee Search page (EX_EMPL_SRCH_SCF) to create expense report on behalf of others.

Image: Employee Search page

This example illustrates the fields and controls on the Employee Search page.

Employee Search page

The Employee Search grid displays the list of employees for whom the current user has the View, Edit or Edit/Submit access to create expense reports. For more information on setting up authorized users to process expense transactions for themselves and for others, see Setting Up Authorized Users

Select an employee for whom you want to create an expense report. You can also use the search box to enter employee name or employee ID, stream line your search, and select an employee.

Note: You cannot change an employee after you have saved the expense report.

Use the Expense Details page (EX_SHEET_DTL_FL to add a new expense entry or import from My Wallet.

Image: Expense Details page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Details page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Details - Information page as displayed on a smartphone

The grid on the Expense Details page display any expense entries created for the expense reports. General information about the expense report displays on the Header. The Total amount and Number of Items display the sum of the expenses amount in employee’s base currency and the number of expense items included in the expense report.

You can view or update user defaults by selecting User Defaults from the Action menu in the Expense Details header. The User Defaults option is available only on devices such as desktops and laptops. For more information, see Maintaining User Defaults

The Expense Details page has the following action buttons:

Field or Control

Definition

General Information icon

Select to view the General Information page of the expense report.

Add Expense

Add a new expense entry. See Expense Entry Page

Import from Wallet

Import My Wallet data into the expense report. See My Wallet Page

Attach

Attach a receipt for an expense entry. You can upload attachments for one expense item at a time.

The Attach button turns green which indicates that you are in the attachment mode for uploading receipt file. Select the wallet entry on which you want to add the receipt image. To return to normal mode, select the Attach button again.

For more information, see Attaching Receipts using PeopleSoft Fluid

Delete

Delete an expense entry that was entered or imported from wallet.

On mobile device such as smartphone, the Attach button turns green that indicates that you are in the delete mode. Select an expense entry from the grid to delete. To return to normal mode, select the Delete button again.

On tablet or desktop, the Delete button will delete the expense entry displayed on the left panel.

Filter

Narrow down the expenses displayed on the grid.

This Filter button will be displayed in green to indicate there is filter criteria being entered.

More icon

Select the More button to open additional action buttons. To return to previous action options, select the More button again

Select AllSelect All

Select or Deselect all the expense entries. This is only available if you select the More button. You can also use the individual check boxes in the grid or select a row to select an expense item.

QuickFill icon

Select to determine which expense types you want to add to expense reports. You can also determine whether you want to add one instance of the expense type or have an entry of that expense type for each day within a date range.

Copy

Copy one or more expense entries. See Copy Expense Page

Delete

Select and delete multiple expense entries at the same time. See Deleting Expense Lines using PeopleSoft Fluid

Exception Comments

Displays this icon if the expense entry has exception comments including Non-Preferred Merchant comments.

Errors Exist

Displays this icon if errors exist on the expense line. To see the detail of the error, go to the Expense Entry page.

Attach

Displays this icon if an attachment has been added to the expense line.

Review and Submit

Select the Review and Submit button to review your expense report in the Expense Summary page. If the expense report has been submitted, the button will be displayed as View Summary.

Use the Expense Entry page (EX_SHEET_LN_FL) to enter expense information.

Image: Expense Entry page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Entry page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Entry page as displayed on a smartphone

Image: Expense Entry page

This example illustrates the fields and controls on the Expense Entry page. You can find definitions for the fields and controls later on this page.

Expense Entry page

Note: On devices such as a tablet or a desktop, the Expense Details and Expense Entry pages are combined and displayed on the same page.

You can view or update user defaults by selecting User Defaults from the Action menu in the Expense Entry header. The User Defaults option is available only on devices such as desktops and laptops. For more information, see Maintaining User Defaults

Field or Control

Definition

Date

Displays the current date, by default. You can change the date manually or choose a date using the calendar icon.

Expense Type

Select an expense type to add an expense item. The system displays the additional fields associated with the expense type after this field is selected. For more information, see Selecting Expense Types using PeopleSoft Fluid

Description

Enter a description about the expense transaction.

Payment Details

Select a payment method. If the payment is made using a card, enter the card details. If you submit expenses in foreign currency, the system automatically display the currency exchange rate and converts the currency to the employee’s base currency. You can override the system-supplied exchange rate. Use the Reset Exchange Rate icon to change the overridden exchange rate to the system-defined exchange rate.

Merchant

This field displays only if Merchant is selected as required fields for the expense type selected. See Setting Up Expense Types

If a non-preferred merchant is selected, you must provide a justification for not using the company’s selected preferred merchant.

Non-Preferred Merchant

Enter the non-preferred merchant that you used for this expense type. This field is free-form text.

Non-Preferred Justification

Select an option that describes why you used a non-preferred merchant. If the list of justifications don’t apply, the select Other (please specify).

  • A user-defined non-preferred justification.

    User-defined Non-preferred justifications are set up using the Non-Preferred Merchant Justifications Page.

  • Other (please specify) When selected, the system displays the Other field where you can enter free-form text. Enter a reason for using the non-preferred merchant if none of the options for the Non-Preferred Justification field were appropriate.

AttachAttach

Upload an existing file or capture a receipt image for your expense report. For more information, see Attaching Receipts using PeopleSoft Fluid

Attendees iconAttendees

If Attendees Edit is activated for the expense type, you can then select the Attendees button. Use the Attendees Entry page to add, view, or modify attendees for the expense. For more information, see the section Expense Type Edit in Expense Types 1 Page

Accounting iconAccounting

Review and update ChartField values for your expense entry. For more information, see Viewing and Updating Expense Report Accounting using PeopleSoft Fluid

Receipt SplitReceipt Split

Split receipts that have already been split or split receipts that has never been split before. For more information see Splitting Receipts using PeopleSoft Fluid

Itemize Hotel Bill iconItemize Hotel Bill

Break down the hotel charges into individual expenses such as daily hotel bill, room services, internet, parking, laundry and others.

This field displays only if the Expense Type is setup with the Expense Type Edit of ‘Hotel’. The Itemize Hotel Bill wizard is a questionnaire page which you can use to split hotel bills into itemized expenses.

For more information, see Itemizing Hotel Bills using Hotel Wizard in PeopleSoft Fluid

Note: You cannot itemize the hotel bill again for the hotel/lodging expenses that have been itemized. When you drill down to view the individual expense entry, the Itemize Hotel Bill button will be unavailable. Use the Receipt Split button to do any additional itemization. For more information, see Splitting Receipts using PeopleSoft Fluid

Exceptions

Select the options to show exceptions for your expense report.

Personal Expense

Select to indicate that the transaction is neither business related nor subject to employee reimbursement.

No Receipt

Select if no receipt is available to substantiate an expense item that requires a receipt. PeopleSoft Expenses compares the expense to the minimum amount that is required for a receipt. If a receipt is required, you may need to provide an explanation on the No Receipt Included page for not having a receipt.

Requiring Receipts can be defined two ways:

  • At the business unit level, using the Expenses Definition - Business Unit 1 Page

  • At the business unit, expense type, and payment method level, using the Receipts Required Page

If this feature is being used, a receipt verifier must verify a hard or soft copy of the receipt. For additional information about this feature, see Understanding Receipts Required Options for Expense Reports

Save

When you complete the expense data entry and select Save, the system validates the entry. If there is any error, the system displays a red flag and the details of the error is displayed at the top of the Expense Entry page. For more information on handling errors, see the section Handling Errors in this document

Cancel

Select the Cancel button to exit the Expense Entry page. Select Delete to delete the expense entry.

Use the Look up Expense Type prompt to select from the list of expense types. You can choose an expense type from the Frequently Used tab or from the All Types tab.

Image: Expense Type Search page (1 of 2)

This example illustrates the fields and controls on the Expense Type Search page. You can find definitions for the fields and controls later on this page.

Expense Type Search page

Image: Expense Type Search page (2 of 2)

This example illustrates the fields and controls on the Expense Type Search page. You can find definitions for the fields and controls later on this page.

Expense Type Search

Select Frequently Used tab to select from a list of top 10 frequently used expense types in the last six months. Select All Types to list all the expense types.

Fluid Expenses will default to display the Frequently Used tab. If there is no expense type listed, the All Types tab will be the default.

There are two Display Options within All Types tab.

Expense Category lists the expense types by expense category. Expense Type lists the expense type alphabetically. Expense Category display option is available only if you select the Use Expense Type Category check box on the Installation Options page for Expenses. If there is no expense category setup for the employee’s business unit, the expense category option will be hidden.

You can also narrow down the expense type list by using Search Expense Type field. You can also search for an expense type by entering the description of the expense type in the Search Expense Type field.

After you select an expense type, the system automatically modifies the Expense Entry page and displays any additional fields required for the selected expense type.

Expense Type is Air Travel or Hotel Lodging

These fields appear when Air Travel or Hotel/Lodging is selected as the expense type:

Field or Control

Definition

Ticket #

Enter the unique airline ticket number. PeopleSoft Expenses verifies that the ticket number is unique and prompts you if the system detects that the ticket number was used previously.

Merchant

Select whether the merchant that was used for the expense type is a preferred or not a preferred merchant.

Number of Nights

Enter the number of nights that the expense covers.

Itemize Hotel Bill iconItemize Hotel Bill

Select the Itemize Hotel Bill button to access the Itemize Hotel Bill Page and itemize the hotel receipt into more specific charges, such as room and telephone charges. Once itemized, PeopleSoft Expenses populates the main expense grid with each itemized charge. You may itemize the entire bill or only part of it if some expenses are non-reimbursable. PeopleSoft Expenses supports the ability to itemize lodgings with different room rates.

Expense Type is Automobile Mileage

Field or Control

Definition

Originating Location and Destination Location

Enter the originating and destination locations.

In the Originating Location field, select the location (which you establish during system setup) from where you began your business travel. PeopleSoft Expenses prepopulates this field if you enter an originating location on the Employee Profile - User Defaults page.

Transportation ID

Select a transportation ID. This field is active if the distance rate for expense type Auto Mileage is Varied. This field does not appear if the distance rate for expense type Auto Mileage is Standard.

Miles

Enter the miles from the originating to the destination locations. When you exit this field, the system calculates the Amount field using the mileage rate

(mileage rate)

Displays the mileage rate to the right of the Miles field. This rate is used to calculate the reimbursement amount for the distance traveled.

Expense Type is Per Diem

Field or Control

Definition

Per Diem Range

Select a per diem range that defines the number of days at a specific location. PeopleSoft Fluid Expenses uses this information for per diem calculations. The system looks at the employee's base country to determine whether to display the Per Diem Range field or the Start Time and End Time fields.

Start Time and End Time

Enter the start and end times for the day. The system looks at the employee's base country to determine whether to display the Per Diem Range field or the Start Time and End Timefields.

Amount

Displays the calculated per diem amount based on the location and other per diem setup rules. You can override the Amount field if you are authorized to do so.

Refresh Per Diem icon

Select the Refresh Per Diem Amounts button next to Per Diem Range or End Time field to recalculate the amount.

Per Diem DeductionsPer Diem Deductions

Select the Per Diem Deductions section to access the Per Diem Deductions page and select the qualified deduction percent, amount, or calculation code for the expense type. The option selected is applied to the per diem amount. If a deduction percent or amount results in an amount greater than the original per diem amount, then the per diem amount is set to 0.00 (zero) and a message is displayed by the system.

VAT Fields

The VAT fields appear only if you enable the Record Foreign VAT option on the VAT Options page or if the employee's business unit is associated with a VAT entity.

Field or Control

Definition

Calculated VAT(calculated value-added tax)

Displays the calculated VAT unless the option has been set to hide for your organization.

No VAT Receipt(no value-added tax receipt)

Select if the employee did not submit a receipt for a VAT expense item that requires a receipt. You can set up approval and audit rules so that expenses with VAT but without receipts require approval and auditing because in many countries you cannot claim tax credits for the VAT without a receipt. When you select this option, PeopleSoft Expenses sets the recovery percentage and rebate amount fields to zero.

Override VAT (override value-added tax)

Enter an amount to override the calculated VAT.

See Setting Up VAT Driver Defaults for PeopleSoft Expenses and Entering VAT Information on Expense Reports.

You can attach receipts to be included in My Wallet and expense reports. Fluid expenses allow you to upload the expense receipt by taking the receipt picture using your device’s camera, upload an existing receipt image from your device, dropbox or from your local and network drives if you are using your computer.

To attach an expense receipt in My Wallet:

On the My Wallet Entry page:

  1. Select the Attach Receipt section. The expense application will save your wallet entry before opening the new page for uploading the receipt.

  2. Select Add Attachment

  3. Upload an existing receipt image from your device. If your device has the capability to take a picture, you can take the picture of your receipt and upload it directly into the system. The source image can be uploaded from your device image library, drop box or your local drive if you are using tablet or desktop.

  4. Select Done when you have completed the upload. The system will save your data and return you to the Wallet Entry page. The counter for the Attach Receipt file will be updated with the number of file uploaded.

After you have uploaded the attachment, you can preview the attachment by selecting either the image preview or the image file name. The image preview is available only if the file is a image type. For non-image file types, a standard default icon is displayed.

Note: You can also upload receipt by using the Attach action button on the My Wallet page. The Attach button turns green which indicates that you are in the attachment mode for uploading receipt file. Select the wallet entry on which you want to add the receipt image. The steps to upload the receipt is the same as discussed above.

To attach an expense receipt on expense reports:

From the Expense Entry page:

  1. Select the Attach Receipt section.

    Image: Attachments Expense Entry as displayed on a smartphone

    This example illustrates the fields and controls on the Attachments Expense Entry.

    Attachments Expense Entry

    If your expense requires receipt, the Attach Receipt section indicates “Required”. The system also provides you with a warning indicator that you have not uploaded the receipt image.

  2. Select Add Attachment

    Image: Attachments page as displayed on a smartphone

    This example illustrates the fields and controls on the Attachments page as displayed on a smartphone.

    Attachments page as displayed on a smartphone
  3. Upload an existing receipt image from your device. If your device has the capability to take a picture, you can take the picture of your receipt and upload it directly into the system. The source image can be uploaded from your device image library, drop box or your local drive if you are using tablet or desktop.

    After you have uploaded the attachment, you can preview the attachment by selecting either the image preview or the image file name. The image preview is available only if the file is an image type. For non-image file types, a standard default icon is displayed.

    To delete an attached file, select Edit, and then select the rows to delete. Select Delete button to delete the selected rows.

  4. Select Done when you have completed the upload. The system will save your data and return you to the Expense Entry page. The counter for the Attach Receipt file will be updated with the number of file uploaded.

Note: You can also upload expense receipt for one expense item at a time without having to open each expense entry by using the Attach action button on the Expense Details page. The Attach button turns green which indicates that you are in the attachment mode for uploading receipt file. Select the expense entry on which you want to add the receipt image. The steps to upload the receipt is the same as discussed above.

To delete a single expense entry, select the Delete button on the Expense Entry page. You can also delete an expense entry by using the Delete action button on the Expense Details page.

To delete multiple expense entries, use the Delete action button on the Expense Details page. To do this:

  1. Select the More action button.

  2. Select the expense entries you want to delete. You can use the Select All action button if you want to delete all the expense entries.

  3. Select the Delete action button.

Note: If you import enhanced data (Hotel/Lodging expense type) from credit card vendors, and you delete a transaction detail line, then all of the detail transaction lines that were imported are deleted for the transaction. You cannot delete individual detail lines that are enhanced data. If you delete an enhanced data detail line, a message is issued that all lines associated with the Hotel/Lodging expense type will be deleted.

Any expense entry that has an error is indicated with an error flag. The error is displayed on the top of the Expense Entry page on selecting the Save button.

If you want to correct the error at a later time, select the Cancel button on the Expense Entry page to return to the Expense Detail page. However, the expense entry in the Expense Details page will display a red flag indicating that you must correct the error before you can submit the expense report. An expense report will not be submitted if there is error.

Image: Expense Entry page with error as displayed on a smartphone

This example illustrates the fields and controls on the Expense Entry page with error as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Entry page with error as display on a smartphone

Field or Control

Definition

Expense Entry Errors section

Provide a list of error reasons for the expense entry.

Red highlighted field

Indicate that the required field is missing value or incorrect value.

Attach Receipt Required icon

If your expense requires receipt, the Attach Receipt section indicates “Required”. If you have not uploaded the receipt image, a 'No Receipt' message displays.

No Comments icon

Error flag and No Comments within the Exception Comments section indicates that the expense entry is violated your organization expense policy. Comment is required to explain the reason.

Save

After correcting the error, select Save button. The system will re-validate the entry. If there is no other error, PeopleSoft Expense will take you back to the Expense Detail page. Otherwise, you will remain on the Expense Entry page.

Cancel

Select Cancel to return to the Expense Details page and correct the error at later time.

Image: Expense Detail page as display on a smartphone

This example illustrates the fields and controls on the Expense Detail page as display on a smartphone .

This example illustrates the Expense Details page where the expense entry has errors.

Expense Detail page as display on a smartphone - Error

Field or Control

Definition

Exception Comments

Displays this icon if the expense entry has exception comments including Non-Preferred Merchant comments and exception comments.

Errors exist icon

Displays this icon if errors exist on the expense line. To see the detail of the error, go to the Expense Entry page.

If you have a lot of expense entries and you need to find the expense item that has error, use the Filter button to access the Filter page. Select the value Has Error in the Error field.

Image: Filter page

This example illustrates the fields and controls on the Filter page.

Filter page

If there are errors in the expense entry, a high level error message displays at the top of the Expense Summary page. You will need to return to the Expense Details page to correct the error. An expense report will not be submitted if there is error.

Use the Expense Summary page (EX_SHEET_SUM_FL) to view the total summary of the expense report and allow user to submit the expense report.

Image: Expense Summary page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Report Summary page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Report Summary page as displayed on a smartphone

The Export Report Summary section of the Expense Summary page provides the total summary of the expense report. If there are errors in the expense entry, a high level error message displays at the top of the Expense Summary page. You will need to return to the Expense Details page to correct the error. An expense report will not be submitted if there is error.

Only non-zero amount total will be displayed in the Expense Report Summary section. The complete list of possible total summary are given below:

  • Total expenses

  • Employee Credit amount

  • Non-reimburse amount

  • Prepaid Expenses amount

  • Advance Applied

  • Due to Company

  • Due to Employee

  • Due to Supplier

The Additional Information section of the Export Summary page has the following options:

Field or Control

Definition

View General Information

Select to view or update the General Information page of an expense report.

Cash Advance

Displays the Cash Advance section if the expense report has an outstanding cash advance or an cash advance adjustment. When you further drill down on the cash advance section, the Cash Advance page displays. For more information, see Applying Cash Advance to Expense Report using PeopleSoft Fluid

Note: Cash Advance section will not be displayed if there is no data that can be applied to the expense report.

Travel Authorization

Displays the Travel Authorization section if:

  • A Travel Authorization has already been linked to the expense report

  • Approved Travel Authorizations that can be linked to the expense report

  • The expense report has been created by copying the Travel Authorization data. For more information on copying a travel authorization, see Travel Authorization Search Page

For information on Associating a Travel Authorization to an expense report, see Associating Travel Authorizations to Expense Report using PeopleSoft Fluid

Note: Travel Authorization section will not be displayed if there is no data that can be applied to the expense report.

View Analytics IconView Analytics

Select to access a page to view expenses by type, by department, and project and activity. For more information, see Viewing Analytics in PeopleSoft Fluid.

Notes IconNotes

Select to access the Notes page for this expense report. Use the Notes page to add notes or view notes from other users.

Use the Edit button to edit your notes. You can delete your notes only if the expense report status is in Pending or Open status. Existing notes, or notes entered as part of the approval process cannot be deleted. For more information, see Creating and Modifying Notes using PeopleSoft Fluid

View Printable Report

Select to view a printable expense report in PDF format. When the printable report opens, you can either select to print or download the report.

Update Details / View Details button

The Update Details button displays if the expense report has not been submitted. The View Details button displays if the expense report has been submitted.

Use this button to access the Expense Details page.

Submit button

The Submit button displays if there are no errors on the expense entry.

Select to submit your expense report for approval. After you submit the expense report, you cannot modify it. You can only view expense reports after you have submitted them.

To complete your expense report submission, select Submit on the Submission Confirmation pop up message.

Note: The certification message can be updated in the Message Catalogue.

After the expense report is submitted, you will be transferred to My Expense Reports - Awaiting Approval page. For more information, see My Expense Reports Page

Withdraw button

The Withdraw button displays if the expense report is submitted and it is pending approval. As long as your expense report is not approved, you can withdraw submission of your expense report.

There will be time when the system takes longer to complete the withdraw process. You will need to wait for a few second and select the Refresh Approval Status button. This will refresh the page and will allow you to modify the page.

Approval Status

The Approval Status section of the Expense Summary page displays the Approval History, Approval path and the action taken.

If there are multiple approvers or a Pooled approver, you can select the (Pooled) hyperlink to view the list of the approvers.

Image: Expense Summary page as displayed on a tablet

This example illustrates the fields and controls on the Expense Summary page as displayed on a tablet. You can find definitions for the fields and controls later on this page.

Expense Summary Page

You can view or update user defaults by selecting User Defaults from the Action menu in the Expense Summary header. The User Defaults option is available only on devices such as desktops and laptops. For more information, see Maintaining User Defaults