Understanding How To Create Expense Reports

PeopleSoft Expenses makes it easy to transform a handful of receipts into a final expense reimbursement. These topics discuss 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 expense report entry from setting up defaults to importing credit card transactions. How 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 is funded by a different department within your organization, the expense report can reflect this so that the appropriate department pays for the expense.

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 transactions into expense reports.

• Apply cash advances to expense reports.

• Copy multiple expense lines from one expense reports to another expense report.

• Insert multiple rows at one time using the Quick Fill option.

• Save an expense report with errors or missing information.

• Associate a travel authorization with an expense report.

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.

Use the Create (or Modify) Expense Report Page to create expense reports.

Navigation:

• Employee Self-Service > Travel and Expense Center > Expense Reports > Create/Modify (if user defaults are set to Open a Blank Report).

  This navigation path incorporates special security for authorized users. When you use this navigation path, PeopleSoft Expenses checks for a default creation method. Depending on how 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 accordingly.

• Travel and Expenses > Travel and Expense Center > Expense Report > Create/Modify (if user defaults are set to Open a Blank Report).

  This navigation path uses standard permission list security and can be used for centralized or delegated entry of expense reports.

The creation methods are:

• Open a Blank Report: PeopleSoft Expenses displays the Create (or Modify) Expense Report 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 Create Expense Report 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 Create Expense Report 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 Create Expense Report 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.