Create a Spend Authorization and Attach Authorization Lines to Expense Items

In this example, you request a spend authorization for an upcoming trip. After you return from the trip, you will create an expense report and attach the approved spend authorization lines to their respective expense items in the report.

This topic show you how to:

• Create a spend authorization.

• Approve the spend authorization.

• Create an expense report and attach authorization lines.

• Submit the expense report.

Create a Spend Authorization

To create a spend authorization, complete these steps:

1. Sign in as an employee.

2. Click the House icon

3. On the Home page, click Me > Expenses > Travel and Expenses work area.

4. In the Travel and Expenses work area, click the Actions menu.

5. Select the Request Authorization option.

6. On the Request Authorization page in the Purpose field, enter Oracle Open World.

7. From the Expense Location choice list, search and select United States.

8. From the State Date field, enter a date one month from today's date.

9. From the End Date field, enter a date that is four days after the Start Date.

10. Click the Create icon near the Estimated Expenses section.

11. On the Estimate Expense page from the Template choice list, select Travel.

12. From the Type choice list, select Airfare.

13. From the Amount choice list, select USD.

14. In the field near the Amount choice list, enter 650.00.

15. In the Description field, enter Airfare to Oracle Open Word.

16. Click Save and Create Another.

17. On the Estimate Expense page from the Template choice list, select Travel.

18. From the Type choice list, select Meals.

19. From the Amount choice list, select USD.

20. In the field near the Amount field, enter 375.00.

21. In the Description field, enter Meals at Oracle Open World.

22. Click Save and Create Another.

23. On the Estimate Expense page from the Template choice list, select Travel.

24. From the Type choice list, select Hotel.

25. From the Amount choice list, select USD.

26. In the field near the Amount choice list, enter 800.00.

27. In the Description field, enter Accommodations at Oracle Open World.

28. Click Save and Close.

29. On the Authorization page, click Submit.

Approve the Spend Authorization

To approve the spend authorization as the manager, complete these steps:

1. Sign out as an employee.

2. Sign in as a manager.

3. On the springboard, click the Bell icon.

4. From the Notifications choice list, select Pending Notifications.

5. Locate the spend authorization you just created and click the Action Required: Authorization Approval link.

6. On the approval form for the spend authorization, click Approve.

7. In the Approve dialog box, enter the following in the Comment field: I approve this spend authorization request for the trip to Oracle Open World.

8. Click Submit.

9. Click Approve.

10. Sign out as a manager.

11. Sign in as an employee.

12. In the Travel and Expenses work area, click the Authorizations infotile.

13. Click the Approved link on the Authorizations infotile.

Create an Expense Report and Attach Authorization Lines

To create the expense report and attach authorization lines to the expense items, complete these steps:

1. In the Travel and Expenses work area, click the Expense Reports infotile.

2. Click the Create icon.

3. On the Create Expense Report page in the Purpose field, enter Attended Oracle Open World.

4. Click Save.

5. Click Create Item near the Expense Items section.

6. On the Create Expense Item page from the Template choice list, select Travel.

7. From the Type choice list, select Airfare.

8. From the Expense Location choice list, search and select United States.

9. Click OK.

10. From the Amount choice list, select USD.

11. In the field near the Amount choice list, enter 650.00.

12. In the Description field, enter Airfare to Oracle Open World.

13. Click the Attach icon near Authorization.

14. In the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

15. Select the Airfare authorization line.

16. Click the OK.

17. On the Create Expense Item page, click Create Another.

18. On the Create Expense Item page from the Template choice list, select Travel.

19. From the Type choice list, select Meals.

20. From the Expense Location choice list, search and select United States.

21. From the Amount choice list, select USD.

22. In the field near the Amount choice list, enter 110.00.

23. In the Description field, enter Meals at Oracle Open World.

24. Click the Attach icon near Authorization.

25. In the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

26. Select the Meals authorization line.

27. Click OK.

28. On the Create Expense Item page, click Create Another.

29. On the Create Expense Item page from the Template choice list, select Travel.

30. From the Type choice list, select Hotel.

31. From the Expense Location choice list, select United States.

32. From the Amount choice list, select USD.

33. In the field near the Amount choice list, enter 800.00.

34. In the Description field, enter Hotel stay at Oracle Open World.

35. In the Itemization section, enter these values:

    Field Name	Entry
    Type choice list	Room Charge
    Daily Amount	200.00
    Days	4
    Amount	800.00

36. In the Itemization section, click the Attachment icon near Authorization.

37. On the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

38. Select the Hotel authorization line.

39. Click OK.

40. Click Save and Close.

Submit the Expense Report

1. On the Expense Report page, select the I have read and accept the corporate travel and expense policies check box.

2. Click Submit.

3. In the warning that indicates one or more required imaged receipts are not attached, click Yes.