1Expense Report Entry

This chapter contains the following:

This worked example shows you how to use the Expenses work area, and create an expense report. The expense report is for business travel and contains itemized hotel expenses, including personal expenses. This example also demonstrates how to add existing items from a previous trip to the expense report.

It covers the following tasks:

  • Exploring the work area

  • Creating an expense report

  • Entering expense items

  • Itemizing expense items

  • Submitting the expense report

Exploring the Work Area

  1. On the Home page, click About Me > Expenses.

    The Travel and Expenses work area opens with an Expenses Product Tour section and an embedded video if no expense transactions have been created.

    You can play the training video or perform different actions, such as creating an expense report or expense items and learning about your corporate policies.

  2. If the Expenses Product Tour section doesn't display with an embedded video and you want to view it, click the Actions menu and select Take the Product Tour.

  3. To return to the Travel and Expenses work area without the embedded video displayed, click the Go to Travel and Expenses link.

  4. Click the Go to Travel and Expenses link to leave the product tour.

  5. Review the infotiles on the Travel and Expenses work area:

    • The Expense Items and Expense Reports infotiles are visible to all employees.

    • The Approvers infotile is viewed by managers who can approve expense reports and requests for cash advances.

    • The Cash Advances infotile is seen by anyone who has requested a cash advance that hasn't been applied to an expense report.

    • The Trips infotile is visible only if travel is enabled and an employee has booked a trip.

  6. Click the Actions menu to review the following available actions:

    • Create Expense Item

    • Create Expense Report

    • Request Cash Advance

    • Book Travel

    • Take the Product Tour

  7. Click the Tasks icon to review tasks that can be performed at any time.

    Performance of the following tasks is independent of actions taken with infotiles:

    • Create Expense Items in Spreadsheet

    • Manage Bank Accounts

    • Manage Delegates

Creating an Expense Report

To create an expense report, complete these steps:
  1. Click the Expense Reports infotile.

  2. Click the Create icon.

  3. On the Create Expense Report page, in the Purpose field, enter EXM Expense Report.

  4. Click Save.

    A Confirmation message appears, which includes the automatically assigned report number.

  5. Click OK.

Entering Expense Items
To enter expense items, complete these steps:
  1. In the Expense Items section, click Add.

  2. Complete the fields as shown in this table.

    Based on Expenses setup of the Travel template, Hotel is an expense you can itemize. After you enter the total amount of the hotel bill, the Itemize button is enabled.

    Field Value

    Date

    Today's date

    Template

    Travel

    Type

    Hotel

    Amount

    877 USD

    Number of Days

    4

Itemizing Expense Items
To itemize expense items, complete these steps:
  1. Click Itemize.

  2. Click Add Line.

  3. Complete the fields as shown in this table.

    Field Value

    Type

    Room Charge

    Amount

    562 USD

  4. For each expense type you want to add, first click Add Line and then complete the applicable fields as shown in this table.

    Field Meals Phone Calls Internet Expenses

    Type

    Meals

    Telephone Calls

    Internet

    Amount

    280 USD

    20 USD

    15 USD

    Each value you enter decreases the Remaining Balance shown on the page, which conveniently indicates how much you have left to itemize.

  5. For the Telephone Calls item, select the Personal check box.

    Itemizing an expense as personal reduces the running total for business expenses, which is also displayed on the page. When you select $20 of phone calls as a personal expense, the expense report total decreases from 877 USD to 857 USD.

  6. Click Save and Close to return to the expense report you're creating.

Submitting the Expense Report
To submit an expense report, complete these steps:
  1. Select the I have read and accept the corporate travel and expense policies check box.

  2. Click Submit.

  3. Click OK.

You can enter cash expenses using either or both of the following methods:

  • Expenses work area for expense entry online.

  • Spreadsheet for expense entry offline.

Using the Expenses Work Area for Expense Entry Online

You can use the Expenses work area to enter cash or corporate card transactions as expense items. After entry, you can:

  • Save the expense items temporarily in the Expense Items section on the Overview page for inclusion in a future report.

  • Add the expense items to a new expense report.

  • Add the expense items to an existing expense report.

Using a Spreadsheet for Expense Entry Offline

You can use an Excel spreadsheet offline to enter cash transactions as expense items for subsequent upload to the application. Entering cash expense items on an Excel spreadsheet while disconnected from the application enables you to:

  • Track cash expenses offline.

  • Upload cash expenses to any of the following locations:

    • Expenses work area as a group of pending expense items

    • New expense report

    • Existing expense report

  • Upload cash expenses to the application to receive immediate online validation or correction of expense entry.

This example demonstrates how an employee creates and itemizes business and personal expenses after returning from a business trip. One expense is shared between two cost centers.

Enterprises typically implement one of the following practices:

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as a single line. In this case, employees must itemize expenses manually.

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as individual items. In this case, an indicator of the itemizations appears in the Expense Items infotile and employees don't have to itemize expenses manually.

  • Corporate cards aren't implemented. Consequently, employees must create cash expense types and itemize expenses manually.

The following table lists key questions to ask and answer for this scenario.

Decisions to Consider In this Example

Do you want to classify expenses as business or personal?

Both business and personal expenses are available to itemize.

Should expenses be shared between or assigned to different cost centers, projects, or tasks?

Yes.

Prerequisites

During implementation, enterprises decide whether expense itemization should be set up as:

  • Enabled

  • Required

  • Disabled

Itemizing a Hotel Bill

Using receipts from your one-day strategy conference trip, create and itemize business and personal expenses.

  1. From the Expense Items infotile, click Create to open the initial view of the Create Expense Item page.

    Note: You can also itemize by clicking Create Expense Item from within a new or existing expense report available in the Expense Reports infotile.

  2. In the Create Expense Item dialog box, complete the fields as shown in the following table. Use the default values except where indicated.

    Field Value

    Date

    Any

    Expense Template

    Travel

    Expense Type

    Hotel

    Expense Class

    Business

    Amount

    275.00

    Merchant Name

    Hilton Hotel

    Description

    One night's stay during the Strategy Conference

    Taxpayer ID

    95-07438241

  3. Click Itemize to open the Itemizations tab on the Create Expense Item page.

  4. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field Value

    Date

    Any

    Expense Template

    Any

    Expense Type

    Room Charge

    Amount

    100

    Company

    01

    Department

    520

  5. Click Create to create an itemization line.

  6. On the Create Expense Items page, complete the fields as shown in the following table.

    Field Value

    Date

    Any

    Expense Template

    Any

    Expense Type

    Room Charge

    Amount

    95

    Company

    02

    Department

    680

  7. Click Create.

  8. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field Value

    Expense Type

    Meals

    Amount

    70

  9. Click Add Line.

  10. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Note: As you itemize each expense, the remaining itemization balance in the itemization summary section decreases as you itemize each additional expense.

    Field Value

    Expense Type

    Bar

    Expense Class

    Personal

    Amount

    10

  11. Click Save and Close to automatically add the newly created expense items to the Expense Items infotile.

  12. Click Save and Create Another to create expense items.

  13. Click Add Report to add the newly itemized expenses to a new or existing expense report.

How Visibility is Determined for the Number of Expense Days Field

You can enter the number of days you stayed at a hotel or the number of days you rented a car on the Create Expense Item page. The Number of Days field is visible under certain conditions. These conditions differ depending on the expense category of an expense type.

Factors That Affect the Number of Expense Days Field

Visibility of the Number of Days field is dependent on the following factors:

  • Expense category of an expense type

    • The Number of Days field is visible only if the expense category is Accommodations, Car Rental, or Miscellaneous.

  • Itemization status of an expense type

    • Itemization can be set to Enabled, Disabled, or Required

  • Miscellaneous expense policy assigned to a child expense type

How Visibility for the Number of Expense Days Field is Determined

The following table summarizes when the Number of Days field is visible for a parent expense item or an itemized expense item based on itemization status.

Itemization Setting Number of Days Field is Visible for a Parent Expense Item Number of Days Field is Visible for an Itemized Expense Item

Enabled

  • You don't itemize.

  • The parent expense item has an expense policy with a daily limit.

  • The child expense item with an expense category of Miscellaneous has an expense policy based on the number of days of the parent expense item.

The itemized expense type belongs to an expense category of Accommodations, Car Rental, or Miscellaneous.

Disabled

Expense category is Accommodations, Car Rental, or Miscellaneous

Not Applicable.

Required

  • The parent expense item has an expense policy with a daily limit.

  • The child expense item with an expense category of Miscellaneous has an expense policy based on the number of days of the parent expense item.

The itemized expense type belongs to an expense category of Accommodations, Car Rental, or Miscellaneous.

For a Miscellaneous expense policy only, you can select the check box named Based on Number of Days in Parent Line During Itemization. Selecting the check box requires the child miscellaneous expense to incur the specified minimum number of expense days before it's eligible for reimbursement. For example, suppose you selected the check box named Based on Number of Days in Parent Line During Itemization and specified the minimum number of expense days as five. Then you take a business trip and stay in a hotel. In this scenario, Hotel is the parent expense. If you expense Laundry as a miscellaneous child expense, the laundry expense must exceed five days before it's eligible for reimbursement.

Business - Employee Paid is a business expense classification where you pay the corporate card provider for corporate card expenses incurred. This expense classification indicates that your company reimburses you, rather than the corporate card provider. The following scenario illustrates when you might classify business expenses as Business - Employee Paid rather than Business or Personal.

Note: The Business - Employee Paid option is only visible during expense entry if the Both Pay scenario has been set up in corporate cards setup. In the Both Pay scenario, your employer reimburses the card issuer for corporate card expenses and you pay for personal expenses.

Classifying Expense Report Items as Business - Employee Paid

Jane Smith, a corporate trainer, was issued a corporate card so she can charge training expenses while teaching courses at customer sites. Jane receives the corporate card statement at home and decides to pay the entire statement amount to the card provider before completing her expense report. When Jane completes her report, she classifies the expenses as Business - Employee Paid, rather than Business or Personal, because she has paid the business expenses.

Note: This scenario is the exception, rather than the rule, because typically the employer reimburses the card provider, rather than the employee.

How You Manage Delegates

A delegate is a person you have authorized to perform expense entry and management of your expense reports.

The manage delegates functionality in Oracle Fusion Expenses enables you to perform two different actions:

  • Delegate another person to enter your expense reports.

  • Enter expense reports for another person.

Delegate Another Person to Enter Your Expense Reports

You can delegate expense entry to another person. For example, as an executive, you can delegate expense entry and management of your expense reports to your executive assistant.

You can delegate another person to perform expense entry for you by adding his name to the Delegates section on the Manage Delegates page. This authorization terminates when you remove your delegate's name from the list.

Enter Expense Reports for Another Person

You can enter expense reports for another person. For example, you can enter expense reports for your manager if your manager has authorized you to enter reports on his or her behalf. You can view the persons who have authorized you to enter reports on their behalf in the Permissions section on the Manage Delegates page.

To create an expense report for another person, first access Expenses by using your own user name and password. Then, in the Expenses work area, select the name of the person for whom you are performing expense entry or management.

If you perform expense entry for another person, you assume the same responsibility for expense report management as the person who has given you permission. For example, you can perform the following actions:

  • Enter an expense report.

  • Enter expense items.

  • View expenses, expense reports, and corporate card transactions from the Expenses work area.

  • After you are notified, follow up on expense reports that are detained in the approvals process because they're rejected or require more information.

  • Execute a search in the context of another person, which returns that person's expense data.

Using mobile devices, such as iPhone and iPad, you can create and submit expense reports with both cash and corporate card transactions. Cash transactions include cash, checks, or personal credit cards that are used to pay for business expenses. When you submit your eligible expenses from your mobile device, the expense report passes to Expenses web-based application. The web-based application saves your report and prompts the validations. If your report passes all validations, it's submitted to your approval hierarchy and assigned a status of Pending Manager Approval.

If your expense report fails validations due to missing information, it remains as a Saved report in the web-based application. You must correct the errors and resubmit the report from the Expenses web-based application.

When you attempt to submit an expense report from a mobile device, the following results can occur:

  • Ineligible expenses are unavailable for submission in the report.

  • Expense report passes to the application with a status of Saved due to missing information.

Ineligible Mobile Expenses Prevent Report from Passing

When you are ready to submit an expense report from your mobile device, click the Submit icon on the Springboard. Only eligible expenses are displayed on the Submit Expenses screen. The following expenses are ineligible for inclusion in an expense report:

  • Expenses without descriptions as required by the applicable business unit

  • Expenses without justifications

  • Expenses without project and task information as required for a project user.

To make ineligible expenses eligible, you must provide the missing information.

Tip: You can upload the ineligible expenses to Expenses without providing the missing information.

Expense Report with a Status of Saved

If you submit an expense report from a mobile device with invalid or missing information, the Expenses web-based application saves the report with a status of Saved under the following conditions:

  • The expense report violates a policy that is over the allowed limit and company policy prevents submission of a report if a policy violation occurs.

  • The expense type requires itemization.

  • The expense type selected for the expense is not applicable for the date selected.

  • Company policy prevents submission of the expense report if required imaged receipts aren't attached.

  • The cost center for one or more expenses doesn't exist in the Expenses web-based application and the cost center account can't be created automatically.

  • The project assigned to Expenses is invalid.

  • A required descriptive flexfield for expense items is missing.

  • Required tax fields for expense items are missing.

  • Required category-specific fields for expense items are missing.

How You Match Mobile Device Expenses to Online Corporate Card Expenses

Oracle Fusion Expenses provides you with the convenience of using mobile devices to create expense items on the fly. You can use the Expenses mobile application to track all your business expenses, including corporate card transactions. You can download corporate card transactions to your mobile device, review and edit the expense details, and tag corporate card transactions as personal. When you upload expenses in an expense report to the web-based application, any resulting duplicate expenses must be reconciled.

To eliminate duplicate expenses, the web-based application automatically finds potential matches between your uploaded expenses and your corporate card transactions. The web-based application handles matches in the Expense Items section of the work area in different ways, depending on whether the match is a:

  • One-to-one automatic match

  • One-to-many manual match

  • One-to-one or one-to-many manual match

One-to-One Automatic Match

When the web-based application identifies a one-to-one match between a mobile device expense and a card expense, it automatically merges the two lines into one. The web-based application alerts you to a match by displaying a Match icon, which displays as double pages, on the merged line.

To review the automatic match identified by the web-based application, click the Match icon in the Expense Items section of the work area. The Matched Expense Items dialog box appears. If a match exists, you take no further action.

If you think the potential match identified by the web-based application isn't a match, click the Delete icon. Both the mobile device expense and the corporate card expense return to the Expense Items section of the Expenses work area as two separate expenses.

One-to-Many Manual Match

When the web-based application identifies a one-to-many potential match, a Potential Match icon appears. This occurs, whether it's a single corporate card expense versus multiple mobile device expenses or a single mobile device expense versus multiple corporate card expenses. The icon displays as an exclamation point on the single expense. For example, if a one-to-many match exists between one card expense and two mobile expenses, the web-based application displays the Potential Match on the card expense.

For the one-to-many potential match, the web-based application doesn't automatically merge expense lines. Instead, you must manually identify the correct match.

To manually review potential matches, click the Potential Match icon. To identify the correct match, visually compare the following fields for the single expense against the same fields for the multiple expenses:

  • Expense Type

  • Date

  • Amount

  • Merchant

  • Location

  • Description

If you think a potential match is a duplicate, select the applicable expense, and delete it. You may select one or multiple expenses to delete.

Note: You can delete only mobile cash expenses. You can't delete corporate card expenses.

After you determine the correct match, select the applicable expense, and click the Match button.

Note: You can select only one expense from multiple potential matches as a valid match. Remaining expenses return to the Expense Items section of the work area as separate expenses.

One-to-One or One-to-Many Manual Match

After adding expenses to a report, the web-based application may identify one or more expenses as a one-to-one match or as a one-to-many potential match. For either case, you must manually match the expenses.

The web-based application doesn't automatically match expenses that already exist in an expense report.

Tip: If you download corporate card transactions to a mobile device, similar matching capability exists on the device.

FAQs for Expense Report Entry

A group of expense types defined for a specific purpose. When you enter expenses on your expense report, you must select a specific expense template. The template you select supplies a list of related expense types.

An expense type is a potential expense that you can incur that has been defined during setup.

An expense item is the actual expense that was incurred. An expense item is always associated with an expense type during expense entry on an expense report.

Based on the expense type setup, you can itemize an expense item and allocate your expenses, for example, by specifying a company, cost center, or project. Depending on setups, you can also add fields to capture supporting information, such as Travel Itinerary Number or Checkout Date.

Business is a business expense classification. When you complete an expense report for corporate card expenses incurred, you specify expense types and expense items as Business, Personal, or Business - Employee Paid. Typically, your company reimburses the corporate card issuer for business expenses you claim on your expense report.

Business - Employee Paid is a business expense classification where you pay the corporate card issuer for corporate card expenses incurred. For this expense classification, your company reimburses you, rather than the corporate card issuer.

Note: The Business - Employee Paid business expense classification is only visible during expense entry if the Both Pay payment option has been enabled in corporate cards setup. In the Both Pay scenario, your company reimburses the card issuer for corporate card expenses and you pay for personal expenses.

Can I classify cash expenses as personal?

No. You can't classify cash expenses as Personal. You can, however, classify a corporate card expense as Personal. The default for all expenses is Business.

Yes. You must have the duty role, Project Expense Allocation Duty, assigned to you. The expense type must be project-enabled.

Yes. You must have the expense accounting privilege named Override Expense Account Allocation assigned to you.

You must contact the card provider to resolve the corporate card dispute. Recording the dispute in the application doesn't resolve it.

It's desirable to periodically connect to the application when using the ADFdi-enabled expense spreadsheet offline to enter cash expenses. Doing so lets you view the most recent expense template values in the spreadsheet after they're downloaded from the application.

By connecting periodically to the application, you can export data from the application to the expense spreadsheet to capture the most current data. Spreadsheet values that are populated and stored are the following:

  • Values in choice lists

  • Values for dependent fields

  • Context sensitive descriptive flexfields

No. You can only enter cash transactions in the expense spreadsheet. When you are disconnected from the application, you can record cash transactions that you incur.

How can I activate a primary bank account?

Cash advances and expense reimbursements are deposited to a primary bank account. To activate a primary bank account, access the Manage Bank Accounts page. You can click the Manage Bank Accounts link in the Tasks panel drawer of the Expenses work area. Select the bank account line that you want to specify as primary and then click the green check mark icon. The check mark appears in the Primary column on the line you selected.

Although you can have multiple bank accounts, cash advances and reimbursement of business expenses are always deposited into your primary bank account.

Note: You can only have one primary bank account.

How can I enable the Oracle Fusion Expenses mobile application on a mobile device?

Using your mobile device, download and install the Oracle Fusion Expenses mobile application from Apple's App Store at http://www.apple.com/iphone/from-the-app-store/ or from Google Play at http://play.google.com. Enter information for the fields in the Settings screen as follows:

In the Host URL field, enter the URL provided by your administrator.

In the User Name and Password fields, enter the same user name and password that you use to access the Expenses web-based application. When you connect, you are asked to accept an agreement. Then, you are presented with the Expenses mobile application springboard.

If your company doesn't enable Oracle Fusion applications outside its firewall, you must connect to your company's network by using a Virtual Private Network (VPN). You can use the VPN for the initial connection and to upload expenses to the Expenses web-based application. For convenience, you can enter expenses on the mobile device when you aren't connected to VPN.

Can I avoid duplicating expenses when using a mobile device?

Yes. When you download corporate card transactions to your mobile device, the mobile application automatically matches the downloaded transactions to expenses on your device. A downloaded transaction is matched with its associated expense and merged into a single expense on your device. Automatic matching eliminates duplication of expenses and lets you track your receipts while waiting for the corporate card transactions.

What happens if I duplicate a recurring expense?

When you duplicate an expense item that has been set up as a recurring expense, the duplicated expense will no longer be a recurring expense. All fields for the expense item are copied, such as Date, Amount, and Template, but the recurring schedule is not duplicated.

Can I edit the recurring frequency of a recurring expense?

When you set up an expense item as a recurring expense, you can't edit the recurring frequency. You must delete the recurring expense item and set up a new one with the needed recurring frequency.

How can I be reimbursed for expenses that were incurred during a previous work assignment?

On the Manage Expense Reports page, search for outstanding corporate card transactions. Transactions that were incurred in a previous work assignment are noted by a check mark in the Previous Assignment column. You can add the card transactions that were incurred in a previous work assignment to a new or existing expense report for reimbursement.