Creating and Modifying Expense Reports

Save for Later

Select to save the expense report without submitting it for approval. This option enables employees to create an expense report as they’re incurring expenses, and save it for a later time when they are ready to submit it.

Home

Select to return to the Travel and Expense Center.

Summary and Submit

Select to access the Summary and Submit page to view a summary of expense lines.

Quick Start

Select from these values:

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

• 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 Wallet: Select to access the My Wallet page, where you can select transactions to add to 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.

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 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.

Report Description

Enter a description to identify the expense report.

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.

Reference ID

Enter free form text or select a reference id that has been pre-defined on the Reference Page. This field is used for tracking or identification.

Detach TA (detach travel authorization)

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.

Actions

Select from these options:

• Adjustment Cash Advance: Select to have PeopleSoft Expenses generate an adjustment cash advance if you owe money to the company.

• Apply/View 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.

• 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.

• Copy Expense Lines: Select to access the Copy Expense Lines page.

• Default Accounting For Report: Select 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: This link is not available if the Default Accounting option on the employee privilege template for the expense report transaction is set to Hide.

• 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.

• Export to Excel: Select to access the Export to Excel page.

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

  Note: This link is not available if the User Defaults option on the employee privilege template for the expense report transaction is set to Hide.

My Wallet

Select the My Wallet link to access the Create Expense Report - My Wallet page and add entries from My Wallet. The number in parenthesis indicates how many active entries are available in the user’s wallet.

Quick Fill

Select this link to access the Quick Fill Page where you can select multiple expense types and whether the expense type was incurred for one day or all days of the date range.

Total (# lines)

Displays the sum of the expense Base Currency Amount values for all transaction lines. The number of transaction lines is displayed next to the field label.

Date

Enter the date when the transaction began or occurred.

Expense Type

Select an expense type to add an expense item. The system expands the section and displays the fields associated with the expense type after this field is selected.

If an expense entry has been imported from My Wallet, you can change the expense type if you have configured the Business Unit to allow changes to expense types imported from a Wallet. See the section Change Expense Type from My Wallet Download in Expenses Definition - Business Unit 1 Page

If you have allowed changes to expense types imported from a wallet, you can optionally enter a reason code to indicate the reason for the change in expense type. The option to set the requirement of a reason code is configured in the Expenses Definition - Business Unit 1 Page.

Changes to the expense type after the expense entry was imported from a wallet is tracked and stored in PeopleSoft tables (EX_CHNG_TYPE).

(select expense type)

Click the Select Expense Type icon to access the Select Expense Type by Category page, which displays a list of all the Expense Type Categories. Select an Expense Type Category on the left side, and the corresponding expense types appear on the right side of the page.

The expense types that are available to you are based on an employee’s role and transaction date. Expense types that are not allowed for a role or are not active on the transaction date are not listed in the Select Expense Type by Category page. Furthermore, the expense type category that does not include any available expense types for this role are not listed.

Expense types that are not assigned to an expense type category are grouped as Uncategorized . If one expense type category is marked as Inactive, then all the expense types assigned to that expense type category are grouped and listed in the Uncategorized expense type category.

When you create or modify an expense report, the Select Expense Type button is displayed at the right side of expense type field. This button is displayed only if you select the Use Expense Type Category check box on the Installation Options page for Expenses.

Description

Enter a description about the expense transaction. You can click the Display Description in window icon to view all lines of a long description.

Payment Type

Enter how you paid for the expense, such as with a credit card or cash. This value may appear by default if a payment type is entered in the Expense defaults group box on the Employee Profile - User Defaults page.

Amount

Enter the amount that you spent for the expense line. This field is grayed out when the expense type is associated with the Automobile expense type.

Currency

Displays the currency associated with the transaction amount spent. The default for this field is the employee's base currency; however, it can be changed.

Click the Insert Line icon to add a new expense line. When you add a new line, the system validates the data on the previous expense line. If an error is detected by the system, a red flag will appear next to the previous line, which must be fixed prior to submitting the expense report.

(delete)

Click the Del (delete) icon to delete an expense line. When you delete a line, the system displays a Delete Confirmation page. If you select the Do not show this confirmation again check box and click the OK button, the system will not display the Delete Confirmation page again, until you leave the component. This enables you to delete multiple lines in an expense report without getting the message. If you do not select the Do not show this confirmation again check box and click the OK button, the system displays the Delete Confirmation page each time you click this icon.

Billing Type

Select the appropriate billing type for the expense transaction. Access to this field depends how the Employee Privilege Template Page is set up for the user.

If you use PeopleSoft Project Costing, the system requires billing codes to identify project costs that are billable and charged to project costing ChartFields. PeopleSoft Expenses sends the information to Project Costing, and Project Costing passes the data to PeopleSoft Billing for processing. The billing type determines the billing code that is used by Project Costing .

Click the Receipt Split icon to access the Receipt Detail for Expense [expense type] Page (Splitting Receipts) where employees can itemize the charges on this receipt into multiple expense types.

Default Rate

Select to indicate if system rate exchange tables or user-defined exchange rates are being used. If selected, PeopleSoft Expenses uses the current market exchange rate that is defined in the system rate tables. If not selected, PeopleSoft Expenses uses a user-defined exchange rate.

Exchange Rate

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.

Click the Reset Rate icon to change a user-defined exchange rate to the system-defined exchange rate.

Click the Exchange Rate Detail icon to access the Exchange Rate Detail page and view the exchange rate information that the system used.

Location

Select the location where you incurred the expense. PeopleSoft Expenses populates this field if you enter a default location in the general expense report information section or if you have entered a previous line with a location.

Click the Add Additional Attendees icon 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.

Non-Reimbursable

Select if charges are neither business related nor subject to employee reimbursement.

Base Currency Amount

Displays the amount and currency that the employee spent will be reimbursed based on the values in the Amount, Currency, Exchange Rate fields, and the currency for the employees business unit base currency.

Click the Credit Card Selection icon 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 appear in a masked format in which only the last four digits of the credit card number are visible.

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 Receipt Options for Expense Reports

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

Click the icon next to the Non-Preferred field and provide a justification for not using the company’s selected preferred merchant.

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.

Click the VAT Accounting Detail icon to access the VAT Information for Expense <type> page.

Ticket Number

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.

If you select the Preferred radio button, then you must select from a list of merchants with whom your organization has contractual agreements. The merchant list varies according to the expense type.

If you select the Non-Preferred radio button, then you must enter the merchant used in the open text area below the radio buttons. The system may prompt you to enter an explanation about why you did not use a preferred merchant.

Number of Nights

Enter the number of nights that the expense covers.

Click the Itemize Hotel Bill icon 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.

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.

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. 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 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 icon to calculate the amount.

Click the Per Diem Deductions icon to access the Per Diem Deductions page and deduct qualified expense types from the per diem amount.

Per Diem Deductions

Click the Per Diem Deductions icon 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.

Click the Calculate VAT icon to have PeopleSoft Expenses calculate the VAT.

Calculated VAT(calculated value-added tax)

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

Click the VAT Information icon to access the VAT Information page for the expense item.

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.

Average Daily Amount

Displays the total of the expense report monetary amount divided by the number of days in the report

Highest Expense by Day

Displays the highest total expense day in the entire expense report.

Lowest Expense by Day

Displays the lowest total expense day in the entire expense report.