Preparing Expense Reports

This chapter provides an overview of how to prepare expense reports, lists common elements, and discusses how to:

Create expense reports.
Enter expense report information and transaction lines.
Copy or add expense lines.
View or modify accounting information.
Apply cash advances to expense reports.
Correct expense report transaction line errors.
Split receipts on expense reports.
Itemize hotel bills using Hotel Wizard.
View and modify expense reports.
Delete expense reports.
Manage My Wallet transactions.

Understanding How to Prepare Expense Reports

PeopleSoft Expenses makes it easy to transform a handful of receipts into a final expense reimbursement. This chapter discusses how to convert expense transactions into expense reports that meet your auditing standards, approval policies, and tax reporting requirements. PeopleSoft Expenses supports a variety of features designed to streamline your entry from defaults to importing credit card transactions. The way in which you set up your expense system determines what data is required and how your accounting system processes it. For example, if an employee takes a business trip that different departments within your organization fund, the expense report can reflect this so that the appropriate departments share the expenses.

PeopleSoft Expenses provides functionality to decrease the time that you spend entering expense reports. You can:

Create expense reports populated with information from user defaults.
Populate information from My Wallet to expense reports.
Apply cash advances to expense reports.
Copy multiple expense lines at one time on an expense report.
Insert multiple rows at one time on the Expense Report Entry page.
Save an expense report with errors or missing information.
Associate a travel authorization with an expense report.

The PeopleSoft Expenses Travel feature provides direct integration with an organization's travel partners. If you have enabled the PeopleSoft Expenses Travel feature, when managing expense reports you can also:

Create a new expense report using confirmed travel reservations.
Add new expense report line items using confirmed travel reservations.
Associate travel reservations with an expense report.
View and compare totals for travel authorization, confirmed reservations, and expense reports that are associated with one another.

Common Element Used in This Chapter

Status

Depending on your organization's approval and audit policies, PeopleSoft Expenses may assign these values to expense report transactions:

Approved for Payment: The expense report is authorized for payment processing.
Closed: The expense report is marked for closure. You can close only those expense reports that have been submitted and approved for payment processing, but that are not yet staged for payment.
Denied: The expense report was not approved by the approver or auditor.
Approvals in Process: Depending on your approval and audit requirements, after anyone on the approval list has approved or held the expense report, the status changes to Approvals in Process.There may also be situations where a transactions has been approved for payment but not yet approved for billing. In these instances, the approver may see the status Pending Billing Approval.
Paid: The employee has been issued a reimbursement.
Pending: An employee has not submitted the expense report, or the approver or auditor denied and returned the expense report to the employee. This is the default status for a newly created expense report.
Staged: The expense report is staged for payment.
Submitted for Approval: The expense report is ready for the approval or audit process.

Creating Expense Reports

This section provides an overview of expense report creation options and discusses how to create expense reports.

Understanding Expense Report Creation Options

When you create an expense report, you have several options on which to base the new document, and the selection that you make triggers other choices that prompt you for details about the report. You can start with a blank expense report or populate one with data from another source.

Pages Used to Create Expense Reports

Page Name	Object Name	Navigation	Usage
Expense Report Entry	EX_SHEET_ENTRY	Employee Self-Service, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Open a Blank Report). Travel and Expenses, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Open a Blank Report). Select to start your report with A Blank Report from the Quick Start drop-down list box on the Expense Report Entry page.	Create expense reports.
Populate From A Travel Authorization	TE_POP_SHT_FROM_TA	Employee Self-Service, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy From a Travel Auth.). Travel and Expenses, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy From a Travel Auth.). Select to start your report with A Travel Authorization from the Quick Start drop-down list box on the Expense Report Entry page.	Create new expense reports that contain information from approved travel authorizations, and modify the data.
Copy From an Existing Expense Report	TE_COPY_SHEET	Employee Self-Service, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy an Existing Report). Travel and Expenses, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy an Existing Report). Select to start your report with An Existing Report from the Quick Start drop-down list box on the Expense Report Entry page.	Create new expense reports that contain similar information as existing ones, and modify the data as necessary.
Select a Template	TE_TEMPLATE_SELECT	Employee Self-Service, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy From a Template). Travel and Expenses, Travel and Expense Center, Expense Reports, Create (if user defaults are set to Copy From a Template). Select to start your report with A Template from the Quick Start drop-down list box on the Expense Report Entry page.	Select a template from which to create new expense reports.
Add Expenses To Report	TE_TEMPLATE2	Select a template on the Select a Template page.	Select expense types to populate expense reports.

Creating Expense Reports

There are two navigation paths used to access the expense report entry pages. The navigation through Employee Self-Service incorporates special security for authorized users, whereas the navigation through the main Travel and Expense menu uses standard permission list security and may be used for centralized or delegated entry of expense reports. When you use the Employee Self Service, Travel and Expense Center, Expense Reports, Create navigation, PeopleSoft Expenses checks for a default creation method. Depending on what your default creation method is set to on the Employee Profile - User Defaults page, PeopleSoft Expenses displays the next page based on the user defaults and prepopulates fields according to user defaults. The creation methods are:

Open a Blank Report: PeopleSoft Expenses displays the Expense Report Entry page.
Copy From a Travel Auth. (copy from a travel authorization): PeopleSoft Expenses displays the Populate From A Travel Authorization page.
1. Select a date range to display approved travel authorizations from a specified period.
2. Click Search.
  
  PeopleSoft Expenses displays travel authorizations for the dates that you specified.
3. (Optional) Click the link in the Travel Auth Description (travel authorization description) column to access the View Selected Travel Authorization page and view travel authorization details to decide whether to use the travel authorization as the basis for a new expense report.
4. Click Select to select the travel authorization to use as a basis for the expense report.
  
  PeopleSoft Expenses displays the Expense Report Entry page and populates the fields with data from the travel authorization that you copied from.
Copy an Existing Report: PeopleSoft Expenses displays the Copy From an Existing Report page.
1. Select a date range to display expense reports from a specified period.
2. Click Search.
  
  PeopleSoft Expenses displays expense reports for the dates that you specified.
3. (Optional) Click the link in the Report ID column to access the View Selected Expense Report page and view an expense report before selecting it.
4. Click Select to select the expense report to use as a basis for the new expense report.
  
  After you select an expense report to copy, the Expense Report Entry page appears. You must then update the relevant information, such as the transaction date, amount, and so on.
Copy From a Template: PeopleSoft Expenses displays the Select a Template page.
1. Select a template to use for the expense report.
  
  After you select a template, PeopleSoft Expenses displays the Add Expenses to Report page.
2. Select a date range for the expense report.
3. Select One Day for PeopleSoft Expenses to add one transaction line of the expense type to the expense report. The transaction date for the line will be the From date.
  
  Select All Days for PeopleSoft Expenses to add one expense transaction line for each day in the date range for that particular expense type.
4. Click OK when you have finished entering a date range and selecting expense types.
  
  PeopleSoft Expenses displays the Expense Report Entry page and populates rows with expense transaction lines that the system created for the dates that you specified. You can then continue completing the remaining information for the expense types.

Entering Expense Report Information and Transaction Lines

This section provides an overview of expense report entry and discusses how to:

Prepare expense reports.
Enter expense lines (occasional user).

Understanding Expense Report Entry

The Expense Report Entry page enables you to easily add expense lines and provide general information as well as other details that are specific for expense types. You may use the Employee Profile to set up default values for location, purpose, description, payment method, and distributions. These defaults are used to populate the expense report automatically when the expense report is initially created, but you may override these defaults during entry. Expense transactions may be directly entered or may be imported into your expense report from My Wallet if your organization is using a credit card feed or if you are using PeopleSoft Mobile Time and Expenses. Expense transactions that are uploaded to the online system from a personal digital assistance (PDA) will show up in My Wallet ready for use in an expense report.

PeopleSoft Expenses also enables you to import expense transaction lines directly from confirmed travel reservations using the My Reservations component and associate an expense report with a confirmed travel reservation To create expense transaction lines from a confirmed reservation, or to associate a confirmed reservation to an expense report, you must have enabled the travel feature for PeopleSoft Expenses by selecting the Use Travel Services check box on the Installation Options-Expenses page.

PeopleSoft Expenses also enables you to choose an expense report entry method: Frequent User or Occasional User. Employees and system administrators use the Employee Profile - User Defaults page or system administrators use the Installation Options - Expenses page to choose the entry method. The expense report entry method determines how PeopleSoft Expenses displays the Details grid on the Expense Report Entry page. Frequent users navigate from left to right on an expense transaction line within the Details grid; however, after entering general information about an expense type, the occasional user clicks the *Detail link to access the Expense Detail for [expense type] page and enter additional information for the expense transaction.

Note. PeopleSoft Expenses uses the entry method (frequent user or occasional user) that is designated for the person who prepares the expense report; however, PeopleSoft Expenses uses all other employee user defaults for whom the report is created. For example, if Employee A prepares an expense report for Employee B, PeopleSoft Expenses uses the entry method that is designated for Employee A and uses all the other user defaults (such as expense type and project defaults) that are set up for Employee B.

Expense Report Information

The General Information section on the Expense Report Entry page defines general information about the expenses incurred for the report. PeopleSoft Expenses populates most of these fields with information that you set up on the employee's user defaults page. This section appears the same for the occasional user and the frequent user. PeopleSoft Expenses also enables you to attach a travel authorization to your expense reports. Only one travel authorization can be attached to an expense report at one time. A detach travel authorization feature enables you to remove the travel authorization from the expense report. You can only select travel authorizations that are not already attached to an expense report.

Common Elements Used in This Section

	Click the Missing or invalid information was found button to access the Expense Detail for [expense type] page and view and correct missing or invalid information pertaining to the expense transaction line. This button appears only after you check for errors and a transaction line contains missing or invalid information.
	Click to view or modify comments for the expense transaction: No Receipt Comment: If you selected No Receipt and entered comments, click to access the No Receipt Included page, where you can view or modify comments. Location Amount Exceed Comment: If you exceeded the authorized amount for the expense type and location, click to access the Authorized Amount Exceeded page, where you can view or modify comments. Non-Preferred Merchant Comment: If you did not select a preferred merchant for the expense type, click to access the Preferred Merchant Not Selected page, where you can view or modify comments about why you did not use a preferred merchant. Credit Comment: Click to access the Credit information for line [number] page and enter a reference about the credit. The Credit Comment button appears only if you have a negative expense transaction amount.
	Click the View Additional Fields For This Expense button to access the next field that is applicable for the expense type. This button appears if the expense transaction default entry method is set to Frequent User and is repeated on each tab in the Details grid. This button does not appear in the Details grid if the expense transaction default entry method is set to Occasional User.
	Click the Add Multiple New Rows button to insert one or more blank lines into the Details grid.
Post State	Displays the posting status for the expense report.

Pages Used to Prepare Expense Reports

Page Name	Object Name	Navigation	Usage
Expense Report Entry	EX_SHEET_ENTRY	Employee Self-Service, Travel and Expense Center, Expense Reports, Create Travel and Expenses, Travel and Expense Center, Expense Reports, Create	Create expense reports.
Expense Detail for [expense type]	EX_SHEET_ERRORS	Click the Detail link on the Expense Report Entry page.	Enter details about the expense type. Note. This link is available only if the expense entry type is set to Occasional User on either the Installation Options - Expenses or User Profile - User Defaults page.
Attendees	TE_SHEET_ATT	Click the Add Additional Attendees button on the Expense Report Entry page on the Overview tab.	Add, view, or modify attendees for the expense transaction.
No Receipt Included	EX_NORCPT_COMMENT	Click the No Receipt Comment button on the Expense Report Entry page on the Detail tab.	Add, view, or modify comments about why a receipt for an expense is not included with the expense report.
Preferred Merchant Not Selected	EX_SH_PRFMRCH_CMNT	Click the Non-Preferred Merchant Comment button on the Expense Report Entry page on the Merchant tab.	Add, view, or modify comments about why a preferred merchant was not used.
Credit Card Selection	TE_CC_LOOKUP	Click the Credit Card Selection button on the Expense Report Entry page on the Detail tab.	Select a credit card to use for the expense item. This button only appears when a credit card merchant is selected as the payment type on the Overview tab.
Exchange Rate Detail	EXCH_RT_DTL	Click the Rate Detail button on the Expense Report Entry page on the Currency tab.	View the exchange rate information that the system used for an expense.
Expense Report Project Summary	TE_PROJ_SUMMARY	Select Expense Report Project Summary from the More Options drop-down list box on the Expense Report Entry page.	View summary of expense line items.

Preparing Expense Reports

Access the Expense Report Entry page.

User Defaults

Select to access the Employee Profile - User Defaults page to view or edit your defaults or preferences.

Quick Start

Select from these values:

A Blank Report: Select to start with a blank report.

A Template: Select to access the Select a Template page, where you can select a template to use to base a new expense report on.

A Travel Authorization: Select to access the Populate From A Travel Authorization page, where you can select a travel authorization from which to create a new expense report that contains similar information.

An Existing Report: Select to access the Copy From an Existing Report page, where you can select an existing expense report from which to create a new expense report that contains similar information.

Entries from My Reservation:Select to access the Add My Confirmed Reservations page, where you can select from a list of available, confirmed travel reservations from which to create expense report transaction lines.

Note. The Entries from My Reservation option only displays if the Use Travel Services check box is selected on the Installation Options-Expenses page.

Entries From My Wallet: Select to access the My Wallet page, where you can select transactions to add to the expense report.

Note. PeopleSoft Expenses hides the Quick Start field after you select a creation method or enter your first expense type in the Details grid.

General Information

Description	Enter a description to identify the expense report.
Comment	Enter additional information about the expense report.
Business Purpose	Select a purpose from a predefined list that was created when you implemented the expense system. Because tax laws require a business purpose for business expenses, this field is required.
Reference	Enter characters for tracking or identification.
Default Location	Enter a city, country, or geographical area where the expenses were generally incurred (which you establish during system setup). This location appears on each expense line where applicable, and you can change it throughout the expense report entry process. If you change the default location, PeopleSoft Expenses applies the new location to newly added expenses; the change does not impact existing expense lines. Note. If value-added tax (VAT) is enabled, you must enter a default location so that PeopleSoft Expenses can determine the VAT treatment.
Authorization ID	Displays the travel authorization number that is either associated with the expense report or used to create an expense report. Click the link to access the Travel Authorization Details page to view information about the travel authorization.
Detach TA	Select to detach a travel authorization that was associated with the expense report. This check box does not apply when a travel authorization is used to create an expense report by copying travel authorization lines to a new expense report. After selecting the Detach TA check box, the system detaches the travel authorization from the expense report after the expense report is saved. The detached travel authorization is available to associate with another expense report.
Accounting Defaults	Click to access the Accounting Defaults page and view or modify the default accounting ChartFields and the distribution split. The default accounting is implemented at the expense report level, and each expense that you add to the report inherits it. Note. The Accounting Defaults link is not available through the Employee Self-Service navigation if the Accounting Display option for the business unit or the employee's role is set to Hide. Employees cannot edit the distribution or ChartFields if this option is set to Display Only. See Viewing or Modifying Default Accounting.
Apply Cash Advance(s)	Click to access the Apply Cash Advance(s) page and select and apply part or all of a cash advance to the expense report. See Applying Cash Advances to Expense Reports.
View Associated Reservations	Click to access the UnAssociate My Confirmed Reservations page. The UnAssociate My Confirmed Reservations page displays only the confirmed reservations that are associated with the expense report and enables the user to drill into the details of the reservation transaction line. Also use this page to detach associated reservations from an expense report. Detached reservations are made available on the Select My Reservations page after the reservation has been detached and the expense report is saved. Note. The View Associated Reservations link only displays if travel reservations are associated with the expense report, and the Use Travel Services check box is selected on the Installation Options-Expenses page. See Associating Confirmed Reservations to Expense Reports.
More Options:	Options are: Adjustment Cash Advance: Select to have PeopleSoft Expenses generate an adjustment cash advance if you owe money to the company. Associate Travel Authorization:Select to access the Associate Travel Authorization page. Only one travel authorization can be associated with an expense report at a time. Travel authorizations that require budget checking or are used to create expense reports are not available for association with an expense report. After a travel authorization is associated with an expense report, it is removed from the Associate Travel Authorization page. Associate Travel Reservations:Select to access the Associate My Confirmed Reservations page and select one or more confirmed reservations to associate with an expense report. After a reservation is associated with an expense report, the View Associated Reservations link appears, enabling you to drill into the reservation details. Also, the reservation is no longer available for association with other expense reports. The Associate Travel Reservations option only displays if the Use Travel Services check box is selected on the Installation Options-Expenses page. Note. To detach a reservation form an expense report, you must access the Unassociate My Confirmed Reservations page by clicking the View Associated Reservations link. Document Sequencing: Select to access the Document Sequencing page. This link appears only if document sequencing is enabled for the employee's default general ledger business unit. Expense Report Project Summary: Select to access the Expense Report Project Summary page and view a summary of expense line items. This option is available only if PeopleSoft Project Costing is installed. Printable View: Select to print a copy of the expense report. You must save the report before printing it to have the changes appear in the printed document. If you are creating a new report, you must save it first.

Details - Overview Tab

The elements on this tab are similar for both frequent users and occasional users.

Select	Use in conjunction with the Copy Selected or Delete Selected buttons.
Expense Type	Select an expense type to add an expense item. Note. The expense type is not in deferred mode so that PeopleSoft Expenses can determine which fields to apply and which fields to hide.
Expense Date	Enter the date when the transaction began or occurred.
Amount Spent	Enter the amount that you spent for the expense. This field is grayed out when the expense type of Automobile is selected.
Currency	Displays the currency associated with the transaction amount spent. This field initially defaults with the employee's base currency; however, you can change it.
Payment Type	Enter how you paid for the expense, such as with a credit card or cash. This may appear by default if a payment type is entered in the Expense defaults group box on the Employee Profile– User Defaults page.
Billing Type	Select the appropriate billing type for the expense transaction. If you use PeopleSoft Project Costing, the system requires billing codes to identify project costs that are both billable and charged to project costing ChartFields. PeopleSoft Expenses sends the information to PeopleSoft Project Costing, and PeopleSoft Project Costing passes these items to PeopleSoft Billing for processing. The billing type determines the billing code that PeopleSoft Project Costing uses.
	Click the Accounting Detail button to access the Accounting Detail page and view or edit ChartFields. Expense items are charged to a set of ChartFields that represent the business unit or department of the employee who is submitting the expense report. Note. The Accounting Detail button is not available through the Employee Self-Service navigation if the Accounting Display option for the business unit or the employee's role is set to Hide. Employees cannot edit the distribution or ChartFields if this option is set to Display Only. See Viewing or Modifying Accounting Information.
	Click the Add Additional Attendees button to access the Attendees page and enter names (lastname,firstname), companies, and titles for an expense type that requires a list of attendees on your expense report.
Detail	PeopleSoft Expenses displays this link if your entry method is Occasional User. Click the link to access the Expense Detail for [expense type] page to continue entering information about the expense transaction. Note. The expense type determines what fields PeopleSoft Expenses displays on the Expense Detail for [expense type] page. Fields that appear on the Expense Detail for [expense type] page are the same fields that PeopleSoft Expenses displays on the Expense Report Entry page in the Details grid under the various tabs (such as the Location or Air/Hotel tab). Fields on the Expense Detail for [expense type] page are documented in the Preparing Expense Reports section of this chapter under the subtopics pertaining to each tab on the Expense Report Entry page for frequent users. See Entering Expense Lines (Occasional User).

Details - Detail Tab

Description	Enter a description about the expense transaction.
Non-Reimbursable	Select if charges are neither business related nor subject to employee reimbursement.
No Receipt	Select if there is no receipt to substantiate an expense item that requires a receipt. PeopleSoft Expenses compares the expense to the minimum amount that is required for a receipt (as defined by the employee's business unit). If a receipt is required, you may need to provide an explanation on the No Receipt Included page for not having a receipt.
	Click the Receipt Split button to access the Receipt Detail for Expense [expense type] page to itemize the charges on this receipt into smaller, detailed expenses. See Splitting Receipts on Expense Reports.
	Click the Credit Card Selection button to access the Credit Card Selection page. If the user profile contains more than one credit card, select a credit card to use for the expense item. The credit card numbers are displayed in a masked format where only the last four digits of the credit card number are visible.

Details - Location Tab

Location	Select the location where you incurred the expense. PeopleSoft Expenses prepopulates this field if you enter a default location in the General Information group box or if you enter a previous line with a location.
Originating Location	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.

Details - Merchant Tab

Preferred Merchant	Select from a list of merchants with whom your organization has a contractual agreement. The merchant list varies according to the expense type.
Non-preferred Merchant	Enter the name of the non-preferred merchant that you used if you did not select a preferred merchant. PeopleSoft Expenses may prompt you to enter an explanation about why you did not use a preferred merchant on the Preferred Merchant Not Selected page.
	Click the Non-Preferred Merchant button to access the Preferred Merchant Not Selected page to enter an explanation as to why you did not use a preferred merchant for the expense type. This button appears only if you do not enter a preferred merchant.

Details - Air/Hotel Tab

Ticket Number

Enter the unique airline ticket number. PeopleSoft Expenses verifies that the ticket number is unique and prompts you (when you check for errors) if it detects that the ticket number has previously been used.

Nbr of Nights (number of nights)

Enter the number of nights that the expense covers.

Click 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.

See Itemizing Hotel Bills Using Hotel Wizard.

Details - Mileage Tab

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.
Rate	Displays the rate that it uses to calculate the reimbursement for the distance traveled.
	Click the Calculate Mileage Rate button to automatically calculate the mileage reimbursement amount. Expenses displays this button only when variable rates apply.
Passengers	Enter the number of passengers in the automobile.
Originating Location	Enter the originating location.

Details - Per Diem Tab

Per Diem Range	Select a per diem range that defines the number of days at a specific location. PeopleSoft Expenses uses this information for per diem calculations. PeopleSoft Expenses 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 time for the day. PeopleSoft Expenses 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.
Amount Spent	Displays the calculated per diem amount based on the location and other per diem setup rules. You can override the Amount Spent field if you are authorized to do so.
Currency	Displays the employee's base currency.
	Click the Refresh Per Diem Amounts button to calculate the amount.
	Click the Per Diem Deductions button to access the Per Diem Deductions page and deduct qualified expense types from the per diem amount.

Details - VAT Tab

The VAT tab and corresponding 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.

Calculated VAT (calculated value-added tax)	PeopleSoft Expenses displays the calculated VAT unless the option has been set to hide for your organization.
	Click the Calculate VAT button to have PeopleSoft Expenses calculate the VAT.
Override VAT (override value-added tax)	Select to override the calculated VAT.
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.
	Click the VAT Information button to access the VAT Information page for the expense item.

See Processing Value Added Tax Transactions in PeopleSoft Expenses.

Details - Currency Tab

Exchange Rate	If the currency code for the transaction amount differs from the base currency of the employee's business unit, PeopleSoft Expenses populates this field with the current market rate that is defined in the system rate tables. You can override the system-supplied exchange rate.
Dflt (default)	Indicates if system rate exchange tables or user-defined exchange rates are being used. If selected, PeopleSoft Expenses is using the current market exchange rate that is defined in the system rate tables. If not selected, PeopleSoft Expenses is using a user-defined exchange rate.
	Click the Reset Rate button to change a user-defined exchange rate to the system-defined exchange rate.
	Click the Rate Detail button to access the Exchange Rate Detail page and view the exchange rate information that the system used.
Reimburse Amt (reimbursement amount)	Displays the amount in the employee's base currency, which may be reimbursed to the employee.
Copy Selected	Click to access the Expense Report - Copy Selected Expenses page to enter details about copying expense lines that you selected in the Enter Expense Lines grid. See Copying or Adding Expense Lines.
Delete Selected	Click to delete expense lines that you selected in the Enter Expense Lines grid.
Add:	Select Entries from My Reservations to access the Add My Confirmed Reservations page and select available, confirmed reservation lines to add to the expense report transaction lines. Note. The Entries from My Reservations option only displays if the Use Travel Services check box is selected on the Installation Options-Expenses page. Select Expenses from My Wallet... to access the My Wallet page and select expense transactions to add to the expense report. Select Multiple Expenses... to access the Add Multiple Expenses page and select several expense types to add to the expense report. Select New Expense and add one blank line to the Details grid. You may then select the expense type on the line. See Adding and Associating Travel Reservations to Expense Reports. See Applying My Wallet Transactions to Expense Reports. See Copying or Adding Expense Lines.
Check For Errors	Click to check the expense transaction lines for missing or invalid information. Lines flagged with errors display an error icon. You can click the icon to go to the Expense Report - Expense Detail for [expense type] page, which displays all the errors associated with the expense line. See Correcting Expense Report Transaction Line Errors.

Totals

Update Totals	Click to refresh your report totals.
Save For Later	Save the expense report without submitting it for approval. You can save the report with or without errors and you can modify it later.
Submit	Save the expense report and submit it for approval. If errors exist, PeopleSoft Expenses displays the Expense Detail for [expense type] page, where you can correct the errors. After you submit the expense report, you cannot modify it.
Expense Report Project Summary	Select to access the Expense Report Project Summary page to view a summary of expense line items. PeopleSoft Expenses displays this link if PeopleSoft Project Costing is installed.
Printable View	Select to print a copy of the expense report. You must save the report before printing it to have the changes appear in the printed document.

Entering Expense Lines (Occasional User)

For occasional users only, access the Expense Detail for [expense type] page.

Note. Fields on the Expense Detail for [expense type] page are the same as the fields on the Expense Report Entry page and are defined in the Preparing Expense Reports section of this PeopleBook chapter.

See Preparing Expense Reports.

Return to Expense Report

Click to return to the Expense Report Entry page.

Copying or Adding Expense Lines

This section provides overviews of how to copy expenses lines and add multiple expense lines, and discusses how to:

Copy expense lines.
Add multiple expense lines.

Understanding How to Copy Expense Lines

PeopleSoft Expenses enables you to copy one or more selected expense lines for a single day or a range of dates. You can also indicate whether you want to include holidays and weekends and whether to copy attendees. The functionality associated with the Copy Selected Expenses page is for all expense types, including per diem expense types. When you copy an expense line to create new expense lines, PeopleSoft Expenses automatically populates the new expense lines with the same ChartFields as the original line item.

Note. When copying an expense line associated with any travel fields, the travel data is not copied to the new expense line.

Copy Expense Type Functionality Exceptions

After you enter data on the Copy Selected Expenses page and click OK, PeopleSoft Expenses copies all of the data to each new line that it creates. The following table describes the expense types that have exceptions:

Expense Type	Copy Functionality
Airfare	PeopleSoft Expenses copies all of the data except the ticket number to each new line that it creates.
Auto Mileage	PeopleSoft Expenses copies the distance rate to each line. If the rate calculation type is Variable, PeopleSoft Expenses recalculates the actual distance rate.
Per Diem	For per diem expense types that are set up for a daily range, PeopleSoft Expenses copies the daily range amount on the original line to each new line that it creates. For per diem expense types that are set to an hourly range, PeopleSoft Expenses creates new lines within your date range with a start time of 12:00 a.m. and an end time of 11:59 p.m. except for the last line, which displays the end time that you enter on the Copy Selected Expense(s) page. PeopleSoft Expenses retrieves the appropriate rate from the Location Amount (EX_LOC_AMT_DTL) or Per Diem Amount (EX_PER_DIEM_AMT) table for the 24-hour period because the original line from which Expenses copied from may not be equal to 24 hours. For the last day, PeopleSoft Expenses retrieves the appropriate rate from the table based on the per diem range of hours that the user specifies.
Per Diem Lodging	No exceptions exist for this expense type. PeopleSoft Expenses copies all of the data to each new line that it creates.

The expense line from which you copy may have been created from sources such as a credit card feed or by using the Hotel Wizard. In some cases, the expense line that you copy may have exception comments. The following table describes the copy functionality for these types of expense lines:

Exception Type	Copy Functionality
Credit card feed	If you copy a line that came from a credit card feed, PeopleSoft Expenses copies data based on the copy functionality for the expense type. PeopleSoft Expenses also clears the card number, resets the credit card feed flag to Nand clears the payment type.
Hotel Wizard	If you copy an expense that was created using Hotel Wizard, PeopleSoft Expenses copies data based on the copy functionality for the expense type. PeopleSoft Expenses also deletes the Hotel Wizard receipt number so that the new lines are not linked to the Hotel Wizard transactions.
Receipt split	If you copy a line that was created using the receipt split functionality, PeopleSoft Expenses copies data based on the copy functionality for the expense type. PeopleSoft Expenses does not copy the original receipt number for any of the new lines that it creates.
Exception comments	If you copy a line that already includes exception comments, PeopleSoft Expenses copies the comments for each new line that it creates.

Understanding How to Add Multiple Expense Lines

PeopleSoft Expenses enables you to select multiple expense types to add to an expense report. You can also select whether to add one occurrence or a daily occurrence of the expense types for a date range that you specify. PeopleSoft Expenses adds the multiple expense lines to your expense reports, and you enter the remaining information that pertains to each expense type.

Pages Used to Copy or Add Expense Lines

Page Name	Object Name	Navigation	Usage
Copy Selected Expenses	TE_COPY_LINE_SEC	Employee Self-Service, Travel and Expense Center, Expense Report, Create Click the Copy Selected button on the Expense Report Entry page after selecting one or more expense lines. Travel and Expenses, Travel and Expense Center, Expense Report, Create Click the Copy Selected button on the Expense Report Entry page after selecting one or more expense lines.	Copy selected expense lines on an expense report.
Add Multiple Expenses	TE_ADD_MULT_EXP	Select Multiple Expenses... from the Add drop-down list box on the Expense Report Entry page.	Select expense types to add to expense reports and 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.

Copying Expense Lines

Access the Copy Selected Expenses page.

Copy to One Date

Select to copy each selected line only once using the To Date as the new expense date.

Copy Attendees

Select to copy the attendee information to the new expense lines. If not selected, PeopleSoft Expenses populates each line that it creates with only the employee's name in the attendees list. PeopleSoft Expenses displays the Copy Attendees check box only if any of the selected expense types requires attendees.

Copy to Range of Dates

Select to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.

From Date and To Date

Enter a date or a date range for PeopleSoft Expenses to calculate the number of rows to create. If you are copying a per diem expense type, you cannot enter a date prior to the copied per diem line.

Note. You cannot enter future dates.

End Time

Enter the ending time that PeopleSoft Expenses uses to calculate the per diem on the last line that it copies. For all other lines that the system creates within your date range, it enters a start time of 12:00 a.m. and end time of 11:59 p.m.

Note. PeopleSoft Expenses displays this field only for per diem expense types that are set for hours.

Include Weekends and Include Holidays

Select to copy the expense type for the entire date range.

If you do not select to include weekends, PeopleSoft Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays.

If you do not select to include holidays, PeopleSoft Expenses checks the holiday calendar for the employee's business unit. PeopleSoft Expenses does not copy expense lines for days that the calendar designates as holidays.

Adding Multiple Expense Lines

Access the Add Multiple Expenses page.

Date Range

Select a date range for PeopleSoft Expenses to use to add expense lines to the expense report. This range is used to generate a line for the expense type for each day if the All Days check box is selected.

One Day and All Days

Select to specify whether to add one instance of the expense type to the expense report or whether to add one for each day in the date range for that particular expense type.

Continue

Click to return to the expense report, where the selected expense items appear.

Return to Expense Report Entry

Click to return to the Expense Report Entry page without adding expense lines. If you selected any expense items, PeopleSoft Expenses does not add them to the expense report.

Viewing or Modifying Accounting Information

This section provides overviews of PeopleSoft Expenses accounting and discusses how to:

Apply accounting defaults to expense reports.
View or modify default accounting.
View or modify accounting details.

Understanding Expenses Accounting

When you create new expense reports, PeopleSoft Expenses populates the expense report with accounting defaults for the cost distributions based on the default ChartField values that you set up on the Employee Profile - Organizational Data page. The minimum information that PeopleSoft Expenses requires is the general ledger business unit. If you are using Approver List routing for your approvals workflow, the ChartField(s) that you select for routing must be populated in the expense transactions. For example, if you are routing by department, then this ChartField must be populated in the expense transactions. If other accounting distribution fields are in the employee profile, they appear by default in the expense reports.

Note. If employees have more than one profile in PeopleSoft Expenses, the system uses the profile that you select as the default.

Applying Accounting Defaults to Expense Reports

PeopleSoft Expenses uses the ChartField defaults that you set up on the Employee Profile. These defaults are used as part of the distribution created by PeopleSoft Expenses when you enter an expense report. In addition to the primary ChartFields, if PeopleSoft Project Costing is installed, you may also establish project defaults for Expense Reports and Project defaults for Time Reports in the User Defaults tab. PeopleSoft Expenses uses the project defaults, which includes PC Business Unit, Project ID, and Activity, for expense reports that you set up on the Employee Profile - User Defaults page. PeopleSoft Expenses creates one distribution line at 100 percent unless you define project defaults with multiple percentage split lines.

Project defaults are used if PeopleSoft Project Costing is installed (defined in Installation Options); otherwise, PeopleSoft Expenses uses project defaults only for time reporting. If PeopleSoft Project Costing is not installed, but you use the Project ChartField, the field is presented in the same grid as the Department and other ChartFields. In all cases, the full distribution for an expense is created from a combination of the employee's GL Business, GL ChartField defaults defined in the Organization tab of the profile, the Account ChartField associated with the expense type for each line, and any project default defined in the profile for expense reports.

The Accounting Defaults page displays the distribution of ChartFields for the expense report, which you may view or edit, depending on how you set up PeopleSoft Expenses. This page is not available if the Accounting Display option for the business unit or the employee's role is set to Hide. You cannot edit the distribution or ChartFields if this option is set to Display Only.

Pages Used to Review or Modify Accounting Information

Page Name	Object Name	Navigation	Usage
Accounting Defaults	TE_SHEET_SPLIT	Click the Accounting Defaults link on the Expense Report Entry page.	View or modify the default accounting ChartFields. Redistribute the percentages of expenses to different ChartFields.
Accounting Detail	TE_SHEET_DIST	If you are a frequent user, click the Accounting Detail button on the Expense Report Entry page, Overview tab. Click the Accounting Detail link on the Expense Detail for [expense type] page.	View or modify the accounting ChartFields for the expense line item.

Page Name

Object Name

Navigation

Usage

Accounting Defaults

TE_SHEET_SPLIT

Click the Accounting Defaults link on the Expense Report Entry page.

View or modify the default accounting ChartFields.

Redistribute the percentages of expenses to different ChartFields.

Accounting Detail

TE_SHEET_DIST

If you are a frequent user, click the Accounting Detail button on the Expense Report Entry page, Overview tab.
Click the Accounting Detail link on the Expense Detail for [expense type] page.

View or modify the accounting ChartFields for the expense line item.

Viewing or Modifying Default Accounting

Access the Accounting Defaults page.

This page displays the default accounting for an employee. You can:

Change the ChartFields.
Add rows and redistribute percentages.
Delete rows that do not apply to the expense report.

% (percentage)	Enter the percentage of expense to charge to the ChartFields that you select when you add a new row. The accounting split must equal 100 percent for the set of default ChartFields.
Add ChartField Line	Click to add new accounting lines.
Load Defaults	Click to reload the accounting defaults from the Employee Profile - Organizational Data and Employee Profile - User Defaults pages.
User Defaults	Click to access the Employee Profile - User Defaults page.
OK	Click to return to the Expense Report Entry page. If you made changes, the changes apply only to new lines and to existing lines that you had not previously changed the ChartField values.

Viewing or Modifying Accounting Details

Access the Accounting Detail page.

Restore Defaults

Click to reset the default accounting values.

Add ChartField Line

Click to add an additional accounting line for the expense transaction.

Refresh

Click for PeopleSoft Expenses to recalculate the distribution amounts.

Previous Expense and Next Expense

Click to navigate to the expense report's previous expense or next expense transaction line's accounting details.

OK

Click for PeopleSoft Expenses to accept your accounting changes and return to expense entry.

VAT Amounts Tab

PeopleSoft Expenses displays the VAT Amounts tab only if VAT is enabled for the employee.

Click the VAT Accounting Detail button to access the VAT Accounting Detail page and view accounting details for the distribution line.

Applying Cash Advances to Expense Reports

This section provides an overview of applying cash advances to expense reports and discusses how to apply cash advances to expense reports.

Understanding Applying Cash Advances to Expense Reports

You can apply part or all of a cash advance to an expense report. You can apply a cash advance to more than one expense report, and you can apply more than one cash advance to an expense report. When a cash advance is applied, PeopleSoft Expenses updates the cash advance balance accordingly. If the expense report is denied, the balance of the cash advance is restored and available for use on another expense report.

Page Used to Apply Cash Advances to Expense Reports

Page Name	Object Name	Navigation	Usage
Apply Cash Advance(s)	TE_ADD_ADVANCES	Click Apply Cash Advance(s) link on the Expense Report Entry page.	Select cash advances to apply to expense reports.

Applying Cash Advances to an Expense Report

Access the Apply Cash Advance(s) page.

Advance ID

Select the cash advance ID that you want to apply to the expense report. You can apply more than one cash advance to an expense report.

Total Applied

Enter the amount of the cash advance that you want to apply to this expense report. You can apply part of the advance or the entire balance.

Add Cash Advance

Click to add another line to select an additional cash advance to apply to the expense report.

Update Totals

If you change the cash advance applied amount, then click to update the Total Advance Applied and Total Due Employee fields.

Total Advance Applied

Displays the sum of the cash advance amounts that you have applied to the expense report.

Total Employee Expenses

Displays the total amount accrued on the expense report.

Total Due Employee or Total Due Company

Indicates the amount due to either the employee or the company after applying the total cash advance amounts.

OK

Click to apply the cash advance amounts to the expense report and return to the Expense Report Entry page.

Correcting Expense Report Transaction Line Errors

This section provides an overview of expense report line errors and discusses how to correct expense report transaction line errors.

Understanding Expense Report Line Errors

After you enter expense lines on the Expense Report Entry page, click Check For Errors for PeopleSoft Expenses to immediately validate the data. PeopleSoft Expenses displays visual indicators next to expense lines that have missing or invalid information. Frequent Users can correct errors on the expense line grid. Frequent Users and Occasional Users can click the Missing or invalid information button to access the Expense Detail for [expense type] page. The Expense Detail for [expense type] page displays each expense line with an explanation of the problem and highlights each expense line field that has missing or invalid information. When you correct the errors, the messages and visual indicators disappear after you check for errors. If you neglect to check for errors and elect to Save for Later or Submit, PeopleSoft Expenses will still execute the validations. If there is any error associated with any expense line, PeopleSoft Expenses will let you save the report but will not let you submit it.

Page Used to Correct Expense Report Transaction Line Errors

Page Name	Object Name	Navigation	Usage
Expense Detail for [expense type]	EX_SHEET_ERRORS	Click Check For Errors on the Expense Report Entry page. If errors exist, click the Missing or invalid information button next to the expense type.	View and correct missing or invalid information on expense transaction lines.

Correcting Expense Report Transaction Line Errors

Access the Expense Detail for [expense type] page.

Note. Fields on the Expense Detail for [expense type] page are the same as the fields on the Expense Report Entry page and are defined in that section of this PeopleBook chapter.

See Preparing Expense Reports.

Check Expense For Errors

Click to recheck the current expense line for errors.

Previous Expense and Next Expense

Click to move to the previous or next expense line that contains errors.

Note. Both buttons are available for frequent users only if there is more than one expense line in error. Only the Next Expense button is available for occasional users in the process of submitting the expense report when there is more than one expense line in error.

Comments

If you are required to enter exception comments, you may enter or modify the comments on the Expense Detail for [expense type] page.

Splitting Receipts on Expense Reports

This section provides an overview of how to split receipts and discusses how to split receipts.

Understanding How to Split Receipts

Receipt splitting enables you to divide a receipt into multiple expense lines. PeopleSoft Expenses supports two utilities for itemizing receipts: Receipt Split and Hotel Wizard. For example, a hotel bill may enter PeopleSoft Expenses through a credit card feed as one expense transaction; however, the bill may include charges for telephone calls, laundry service, room service, and parking. You can track, report, and book these items individually if your organization requires it. You may have a receipt for several purchases, one of which is a personal expense. You can then split out the individual purchases in order to mark the personal expense as non-reimbursable.

You can:

Split an expense on a receipt into small, detailed expenses.
Add more expenses to a receipt.
Edit an expense on the receipt.
Change the receipt total amount.

Note. If you split a receipt that came from a credit card vendor feed, PeopleSoft Expenses prevents you from changing some fields on the Receipt Detail For Expense page, such as exchange rate and currency code. Also, if the receipt came from a credit card vendor feed, the sum of all the split lines must equal the original receipt total amount. If you split expense lines that originate from a travel reservation, the system copies the travel reservation data to the new expense line.

Page Used to Split Receipts

Page Name	Object Name	Navigation	Usage
Receipt Detail For Expense [expense type]	TE_RCPT_SPLIT	Click the Receipt Split button on the Detail tab of the Expense Report Entry page. Click the Receipt Split link on the Expense Detail for [expense type] page.	Itemize receipts into multiple expense lines.

Splitting Receipts

Access the Receipt Detail for Expense [expense type] page.

Current Expenses on Receipt

Each item that is associated with the receipt appears with the transaction date, expense type, and amount. Click an expense type to edit the information for that receipt item. PeopleSoft Expenses updates this group box when you perform an add or split action.

Current Total	Displays the total of all receipt items, including those that you add to the original receipt total.
Receipt Total	Displays the total of the original receipt amount. The expense system does not change this field when you add new items, but you can enter a new total if the transaction did not originate from a credit card feed.
Balance	Displays the current total minus the receipt total.

Split with Another Expense

To split an item with another expense:

Select an expense type.
Click Split.

PeopleSoft Expenses refreshes the page, clears the expense information fields, and adds the selected expense type to the Current Expenses on Receipt group box.
Edit the new receipt item to enter an amount.
Tab out of the Amount field.

PeopleSoft Expenses subtracts the amount from the highlighted expense item in the Expense Information section, but the receipt total remains the same.

Note. You can split a receipt into more than two expense types. PeopleSoft Expenses displays a message directly under the Expense Information section title that advises you which expense item that you are splitting. If you want to split a different expense item, click the expense item link in the Current Expenses on Receipt section.

Add Another Expense to a Receipt

To add an expense to a receipt:

Select an expense type.
Click Split.

This refreshes the page, clears the Expense Information fields, and adds the expense type to the Current Expenses on Receipt group box.
Edit the new receipt item.
Tab out of the Amount field.

PeopleSoft Expenses adds the amount to the current total, which may result in an out of balance receipt total. To correct the out of balance situation, you can adjust the receipt total or adjust one of the expense line entries for the receipt. If you do not adjust the out of balance total and click Done, PeopleSoft Expenses displays a message stating that the total of the items entered exceed the receipt amount and asks if you want to update the receipt total amount.

Itemizing Hotel Bills Using Hotel Wizard

This section provides an overview of hotel bill itemization using Hotel Wizard and discusses how to split a hotel bill using Hotel Wizard.

Understanding Hotel Bill Itemization Using Hotel Wizard

PeopleSoft Expenses provides Hotel Wizard for you to quickly split a Hotel/Lodging expense type into multiple expense lines. For example, a hotel bill may enter your expenses system through a credit card feed as one expense transaction. Use Hotel Wizard to create expense lines for room charges for each day of a business trip and to separate charges for telephone calls, laundry service, room service, and parking. You can track, report, and book these items individually and daily. If you must make any adjustments after you complete Hotel Wizard, you may use the receipt split functionality to reconcile the bill later.

Pages Used to Itemize Hotel Bills Using Hotel Wizard

Page Name	Object Name	Navigation	Usage
Itemize Hotel Bill	TE_WIZARD_MAIN	Click the Itemize Hotel Bill button on the Expense Report - Expense Report Entry page under the Air/Hotel tab. Click the Itemize Hotel Bill link on the Expense Report - Expense Detail for [expense type] page.	Split hotel bills into itemized expenses.
Itemize Hotel Bill - Room Charge	TE_WIZARD_RC	Select the Room Charge check box on the Itemize Hotel Bill page or click the Room Charge button for the expense item.	Record room charges.
Itemize Hotel Bill - Room Service	TE_WIZARD_RS	Select the Room Service check box on the Itemize Hotel Bill page or click the Room Service button for the expense item.	Record room service.
Itemize Hotel Bill - Telephone	TE_WIZARD_PHN	Select the Telephone check box on the Itemize Hotel Bill page or click the Telephone button for the expense item.	Record telephone charges.
Itemize Hotel Bill - Parking	TE_WIZARD_PRK	Select the Parking check box on the Itemize Hotel Bill page or click the Parking button for the expense item.	Record parking expenses.
Itemize Hotel Bill - Laundry	TE_WIZARD_LDY	Select the Laundry check box on the Itemize Hotel Bill page or click the Laundry button for the expense item.	Record laundry expenses.
Itemize Hotel Bill - Miscellaneous	TE_WIZARD_MISC	Select the Misc Charges (miscellaneous charges) check box on the Itemize Hotel Bill page or click the Miscellaneous button for the expense item.	Record miscellaneous expenses.
Itemize Hotel Bill - Finish!	TE_WIZARD_FINISH	Click the Continue button on the last Itemize Hotel Bill - Expense Item page.	Complete itemization of hotel bills.

Itemizing Hotel Bills Using Hotel Wizard

Access the Itemize Hotel Bill page.

General Hotel Bill Information

The data in this section comes from the information that you entered on the Expense Report Entry page. You can modify fields just as you did when you originally added the expense item.

Checkout Date

Select to indicate that the value in the Transaction Date field is the last day of the hotel stay. If selected, PeopleSoft Expenses starts from the transaction date and creates expense lines moving backward in time.

Clear the check box to indicate that the value in the Transaction Date field is the first day of the hotel stay. If not selected, PeopleSoft Expenses starts from the transaction date and creates expense lines moving forward in time.

If the hotel transaction is from a credit card fee, PeopleSoft Expenses automatically selects the Checkout Date check box. If you manually entered the Hotel/Lodging expense type on the expense report, PeopleSoft Expenses clears this check box. In either case, you can override the default for the check box as necessary.

Charges Incurred on This Bill

Select hotel charges to itemize, then click Continue to begin itemizing the bill by entering expense information on the various Hotel Wizard pages.

	Click the Room Charge button to access the Itemize Hotel Bill - Room Charge page.
Room Rate	Enter the daily hotel room rate. When itemizing room charges and tax, you can use different room rates by adding a new room charge.
Room Tax	Enter the amount of the hotel room tax on the line associated with its room rate.
Your Hotel Bill	This area keeps track of each itemized charge and calculates the amount of the remaining hotel bill.
Add Room Charge	Click to add another transaction row to enter additional room charges. This option enables you to itemize multiple room rates on your expense report.
Previous	Return to the previous category. If you are at the first category, PeopleSoft Expenses returns you to the Expense Report - Itemize Hotel Bill page.
Continue	Continue through all of the selected categories until a message appears, stating that you are done.
	Click the Room Service button to access the Itemize Hotel Bill - Room Service page.
Meal Type and Amount	Enter these values for room service expenses. Add a row for each meal that you itemize.
Non-Reimbursable	Select if the charge is not business related and not subject to employee reimbursement.
Attendees	Click to access the Attendees page and list the people whose meals are a company expense. Enter the last name first in the Name field with no space after the comma (for example, Ball,Nancy).
Add Room Service Charge	Click to insert another row to add additional room service charges for the dates specified.
	Click the Telephone button to access the Itemize Hotel Bill - Telephone page.
Add Telephone Charge	Click to add additional telephone charges for the dates specified.
	Click the Parking button to access the Itemize Hotel Bill - Parking page.
Add Parking Charge	Click to add additional parking charges for the dates specified.
	Click the Laundry button to access the Itemize Hotel Bill - Laundry page.
Add Laundry Charge	Click to add additional laundry charges for the dates specified.
	Click the Miscellaneous button to access the Itemize Hotel Bill - Misc Charges page.
Add Charge	Click to add any additional miscellaneous charges for the dates specified.

Hotel Itemization - Finish!

Remaining

Displays the remaining balance.

Done

Click to return to the Expense Report Entry page, which displays all the itemized expense items.

Note. If you return to the main expense report grid without clicking Done, you will lose your itemized expenses.

Viewing and Modifying Expense Reports

This section discusses how to:

View expense reports.
Modify expense reports.

Pages Used to View and Modify Expense Reports

Page Name	Object Name	Navigation	Usage
Expense Report Detail	EX_SHEET_ENTRY	Employee Self-Service, Travel and Expense Center, Expense Reports, [View or Modify] Travel and Expenses, Travel and Expense Center, Expense Reports, [View or Modify]	View an expense report.
Expense Report Entry	EX_SHEET_ENTRY	Employee Self-Service, Travel and Expense Center, Expense Reports, Modify Travel and Expenses, Travel and Expense Center, Expense Reports, Modify	Modify an unsubmitted expense report or an expense report that was submitted and returned by an approver.
View Approver Comments	EX_COMMENTS_RJCT	Click the approver's comments link on the top of the Expense Report Detail page. Click the approver's comments link on the top of the Expense Report Entry page.	View approver's comments as to why they denied or returned the expense report.

Viewing Expense Reports

Access the Expense Report Detail page.

When you access the Expense Report Detail page using the view navigation, PeopleSoft Expenses displays the page in read-only mode. After you submit an expense report for approval, you can only view it. You can view expense reports with these statuses: Approved, Closed, Denied, In Process, Paid, Pending, Submitted, and On Hold.

Note. Fields on the Expense Report Detail page are the same as the fields on the Expense Report Entry page and are defined in the Entering Expense Report Information and Transaction Lines section of this chapter. Fields and functionality that are unique to the Expense Report Detail page in view or modify mode are discussed in this section.

View Approver Comments

When an employee views an expense report that an approver denied or returned to the employee for revisions, PeopleSoft Expenses displays the first 30 characters of the approver's comments as a red link at the top of the Expense Report Detail page. Click the approver's comments, that appear as a link, to access the View Approver Comments page and view all of the approver's comments.

General Information

Post State

Displays whether accounting entries for the expense report have been posted to the general ledger.

Pending Actions

This section appears after you save an expense report and there are actions pending, such as approvals.

Action History

This section appears after you save an expense report.

Profile and Name	Displays the name of the originator and approver, and their role.
Action	Displays the completed steps in the expense report approval process.
Date/Time	Displays the date and time on which the approval status was assigned.

Modifying Expense Reports

Access the Expense Report Entry page.

Note. Fields on the Expense Report Entry page using the Modify navigation are the same as the fields on the Expense Report Entry page using the Create navigation and are defined in the Entering Expense Report Information and Transaction Lines section of this chapter. Fields and functionality that are unique to the Expense Report Entry page in modify mode are discussed in this section.

When you access the Expense Report Entry page using the modify navigation, PeopleSoft Expenses enables you to edit all of the fields. You can modify an expense report if you have previously saved it but not submitted it for approval or if an approver sent it back for revision or correction.

View Approver Comments

When an employee modifies an expense report that an approver returned to the employee for revisions, PeopleSoft Expenses displays the first 30 characters of the approver's comments as a red link at the top of the Expense Report Entry page. Click on the approver's comments link to access the View Approver Comments page to view all of the approver's comments.

Deleting Expense Reports

This section provides an overview of deleting expense reports and discusses how to delete expense transaction lines.

Understanding Deleting Expense Reports

You can delete an expense report if you have not submitted it for approval. If it has been submitted, you can still delete it if the approver returns it for modifications or if the status is Denied.

Page Used to Delete Expense Reports

Page Name	Object Name	Navigation	Usage
Delete an Expense Report	TE_DEL_SHEET	Employee Self-Service, Travel and Expense Center, Expense Reports, Delete Travel and Expenses, Travel and Expense Center, Expense Reports, Delete	Select expense reports to delete.

Deleting Expense Reports

Access the Delete an Expense Report page.

PeopleSoft Expenses displays unsubmitted and denied expense reports for the employee ID that you entered on the search page. The system excludes submitted expense reports. You can delete denied expense reports even if a cash advance was applied to it. PeopleSoft Expenses reinstates the cash advance when the approver denies the expense report.

Select expense reports to delete and click the Delete Selected Report(s) button.

Managing My Wallet Transactions

This section provides an overview of My Wallet transactions, lists common elements, and discusses how to:

Apply My Wallet transactions to expense reports.
View My Wallet transaction details.
View, add, and delete receipts in My Wallet.
Add transactions to My Wallet.
Restore deleted My Wallet Receipts.

Understanding My Wallet Transactions

My Wallet stores corporate credit card and user-entered expense transactions that you can apply to expense reports, thus saving data entry time. If you are using a PDA with PeopleSoft Mobile Time and Expense to track your receipts, these charges are loaded into My Wallet when you sync your PDA with the online system. Credit card feeds from a credit card company (such as Visa International, American Express, and US Bank) send corporate credit card transactions in a file that is loaded into your system directly to My Wallet in Expenses.

Use the My Wallet - Review My Wallet Receipts or My Wallet - My Wallet Detail pages to delete receipts that reside in My Wallet. These receipts may come from a credit card feed or be manually entered into My Wallet. When you delete receipts from My Wallet, PeopleSoft Expenses no longer displays them in My Wallet; however, the transactions remain in the EX_TRANS table with a status of Deleted for audit purposes. Use the Restore My Wallet Receipts page to restore the deleted receipts to an active status in My Wallet.

You cannot modify these expense transaction details that come from a credit card feed:

Expense date.
Credit card number.
Payment type.
Transaction amount.
Transaction currency.
Exchange rate.

Common Elements Used in This Section

Cardmember Number	Displays the employee's credit card number in a masked format. The system masks all but the last four digits of the credit card number.
Expense Location	Displays the location where the expense was incurred.
Expense Type	Indicates the category of expense item.
Merchant	Indicates the transaction vendor.
Payment Type	Indicates the method of payment.
Transaction Amount	Displays the expense transaction amount in the currency that the transaction occurred.
Reimbursement Amt	Displays the transaction amount in the employee's base currency.
Transaction Date	Indicates the date of the transaction.

Pages Used to Manage My Wallet Transactions

Page Name	Object Name	Navigation	Usage
My Wallet	TE_EXP_WALLET	Select Entries from My Wallet from the Quick Start drop-down list box on the Expense Report Entry page. Select Expenses from My Wallet... from the Add drop-down list box on the Expense Report Entry page.	Select unassigned credit card transactions and manually entered expense transactions to add to expense reports.
Expense Report - My Wallet Detail	EX_TRANS3	Click the Expense Type link on the My Wallet page.	Review My Wallet transaction details.
Review My Wallet Receipts	TE_MY_WALLET	Employee Self-Service, Travel and Expenses, My Wallet Employee Self-Service, Travel and Expense Center, Other Expense Functions, My Wallet Travel and Expenses, Travel and Expense Center, Other Expense Functions, My Wallet	Review, add, or delete receipts in My Wallet.
My Wallet - My Wallet Detail	EX_POP_WALLET1	Select an expense type and click the Add button on the My Wallet - Review My Wallet Receipts page. Click the Expense Type link on the My Wallet - Review My Wallet Receipts page.	Manually enter expense transactions for future use. Review or modify details of existing transactions.
My Wallet - Restore My Wallet Receipts	TE_MY_WALLET_RST	Employee Self-Service, Travel and Expenses, My Wallet Restore	Restore My Wallet receipts that had been previously deleted.

Applying My Wallet Transactions to Expense Reports

Access the My Wallet page.

Select All

Click to select all items in the list to add to an expense report.

Deselect All

Click to remove all check marks.

Select

Select to add a transaction to an expense report.

Expense Type

Click to access the My Wallet Detail page and view My Wallet transaction details.

Personal Expense

Select transactions that are personal expenses that will be transferred to an expense report as non-reimbursable expense items.

Viewing My Wallet Transaction Details

Access the Expense Report - My Wallet Detail page.

Airfare Receipt Number

Displays the airline ticket number.

Note. This field appears only for Air Travel expense types.

Number of Nights

Displays the number of nights that the expense covers.

Note. This field appears only for Hotel/Lodging expense types.

Transaction Amount

Displays the expense transaction amount in the currency that the transaction occurred.

Exchange Rate

Displays the currency exchange rate.

Description

Enter additional transaction details.

Viewing, Adding, and Deleting Receipts in My Wallet

Access the Review My Wallet Receipts page.

Search Criteria

Receipt Data Source	Select a source, such as Visa, American Express, or User Input.
Transaction Status	Select a transaction status. Values are: All Transaction Status: All expense transactions that are in the specified date range. Assigned: Transactions that are applied to an expense report or cash advance. ATM charges are associated with a cash advance. Unassigned: Transactions that are not applied to an expense report or cash advance.
Mark for Delete	Select to delete a transaction from My Wallet. For example, you can delete personal expense receipts that come from a credit card feed because your organization would not reimburse you for those expenses. When you delete a receipt, PeopleSoft Expenses no longer displays it in My Wallet; however, the transaction remains in the EX_TRANS table with a status of Deleted for audit purposes. Use the Restore My Wallet Receipts page to restore the deleted receipt to an active status in My Wallet.
Date	Click to access the My Wallet Detail page to view details of the transaction.
Doc Type (document type)	Displays, if the transaction is assigned, the kind of expense document to which it is assigned.
ID	Click to view detailed expense report or cash advance information.

Add Expense

Expense Type

Select an expense type and click Add to access the My Wallet Detail page to add an expense item to the Wallet. For example, you might use this feature if you charge to your personal credit card or paid cash for a business expense.

Manually Adding Transactions to My Wallet

Access the My Wallet - My Wallet Detail page.

Note. The page elements on the My Wallet Detail page vary, depending on how you set up your expenses system and which expense types you select.

Mark for Delete	Select to delete a transaction from My Wallet. For example, you can delete personal expense receipts that come from a credit card feed because your organization would not reimburse you for those expenses. When you delete a receipt, PeopleSoft Expenses no longer displays it in My Wallet; however, the transaction remains in the EX_TRANS table with a status of Deleted for audit purposes. Use the Restore My Wallet Receipts page to restore the deleted receipt to an active status in My Wallet.
Transaction Amount and Currency	Enter the amount in the expense transaction currency and select the appropriate currency code.
Exchange Rate	If the currency code for the transaction amount differs from the base currency of the employee's business unit, PeopleSoft Expenses populates this field with the current market rate that is defined in the system rate tables. If your invoice reflects an exchange rate that is different from the system-supplied rate, you can override the system-supplied exchange rate.
	Click the Reset Exchange Rate button to change a user-defined exchange rate to the system-defined exchange rate.
	Click the Exchange Rate Detail button to access the Exchange Rate Detail page to view or change exchange rate information.
Default Rate	Indicates if system rate exchange tables or user-defined exchange rates are being used. If selected, PeopleSoft Expenses is using the current market exchange rate that is defined in the system rate tables. If not selected, PeopleSoft Expenses is using a user-defined exchange rate.
Update	If you changed the transaction amount or the exchange rate, click to update the Reimbursement Amt field.

Restoring Deleted My Wallet Receipts

Access the My Wallet - Restore My Wallet Receipts page.

Receipt Data Source

Select to limit the entries displayed by the receipt source, such as a credit card vendor, for a search criteria.

Restore

Select the receipts in the EX_TRANS table that you want the system to restore to an active status.

Date

Click to access the My Wallet - My Wallet Detail page to view details of the deleted receipt in the EX_TRANS table.

Copy to One Date	Select to copy each selected line only once using the To Date as the new expense date.
Copy Attendees	Select to copy the attendee information to the new expense lines. If not selected, PeopleSoft Expenses populates each line that it creates with only the employee's name in the attendees list. PeopleSoft Expenses displays the Copy Attendees check box only if any of the selected expense types requires attendees.
Copy to Range of Dates	Select to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.
From Date and To Date	Enter a date or a date range for PeopleSoft Expenses to calculate the number of rows to create. If you are copying a per diem expense type, you cannot enter a date prior to the copied per diem line. Note. You cannot enter future dates.
End Time	Enter the ending time that PeopleSoft Expenses uses to calculate the per diem on the last line that it copies. For all other lines that the system creates within your date range, it enters a start time of 12:00 a.m. and end time of 11:59 p.m. Note. PeopleSoft Expenses displays this field only for per diem expense types that are set for hours.
Include Weekends and Include Holidays	Select to copy the expense type for the entire date range. If you do not select to include weekends, PeopleSoft Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays. If you do not select to include holidays, PeopleSoft Expenses checks the holiday calendar for the employee's business unit. PeopleSoft Expenses does not copy expense lines for days that the calendar designates as holidays.

Date Range	Select a date range for PeopleSoft Expenses to use to add expense lines to the expense report. This range is used to generate a line for the expense type for each day if the All Days check box is selected.
One Day and All Days	Select to specify whether to add one instance of the expense type to the expense report or whether to add one for each day in the date range for that particular expense type.
Continue	Click to return to the expense report, where the selected expense items appear.
Return to Expense Report Entry	Click to return to the Expense Report Entry page without adding expense lines. If you selected any expense items, PeopleSoft Expenses does not add them to the expense report.

Restore Defaults	Click to reset the default accounting values.
Add ChartField Line	Click to add an additional accounting line for the expense transaction.
Refresh	Click for PeopleSoft Expenses to recalculate the distribution amounts.
Previous Expense and Next Expense	Click to navigate to the expense report's previous expense or next expense transaction line's accounting details.
OK	Click for PeopleSoft Expenses to accept your accounting changes and return to expense entry.

Advance ID	Select the cash advance ID that you want to apply to the expense report. You can apply more than one cash advance to an expense report.
Total Applied	Enter the amount of the cash advance that you want to apply to this expense report. You can apply part of the advance or the entire balance.
Add Cash Advance	Click to add another line to select an additional cash advance to apply to the expense report.
Update Totals	If you change the cash advance applied amount, then click to update the Total Advance Applied and Total Due Employee fields.
Total Advance Applied	Displays the sum of the cash advance amounts that you have applied to the expense report.
Total Employee Expenses	Displays the total amount accrued on the expense report.
Total Due Employee or Total Due Company	Indicates the amount due to either the employee or the company after applying the total cash advance amounts.
OK	Click to apply the cash advance amounts to the expense report and return to the Expense Report Entry page.

Select All	Click to select all items in the list to add to an expense report.
Deselect All	Click to remove all check marks.
Select	Select to add a transaction to an expense report.
Expense Type	Click to access the My Wallet Detail page and view My Wallet transaction details.
Personal Expense	Select transactions that are personal expenses that will be transferred to an expense report as non-reimbursable expense items.

Airfare Receipt Number	Displays the airline ticket number. Note. This field appears only for Air Travel expense types.
Number of Nights	Displays the number of nights that the expense covers. Note. This field appears only for Hotel/Lodging expense types.
Transaction Amount	Displays the expense transaction amount in the currency that the transaction occurred.
Exchange Rate	Displays the currency exchange rate.
Description	Enter additional transaction details.

Receipt Data Source	Select to limit the entries displayed by the receipt source, such as a credit card vendor, for a search criteria.
Restore	Select the receipts in the EX_TRANS table that you want the system to restore to an active status.
Date	Click to access the My Wallet - My Wallet Detail page to view details of the deleted receipt in the EX_TRANS table.