Allocating Expenses
Allocating Expenses
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Create Report Header Page
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To access this screen, click on ‘New Expense Report’
from your Expense Module Tab
This page will come up and it is your report header page
Fill out all pertinent fields
– Fields that have a left hand red border are required
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Click on the next button to move to the next step
Allocating Expenses
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Will Report Include Travel Allowances
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This dialogue box will show when you click on the ‘Next’
button on the report header screen
If your report will include per diem expenses, click ‘Yes.’
If not, click 'No'
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Actual Expense Report Page
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This screen is the actual expense report where you add
your expenses for the month
– Click on an expense type
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Adding Expenses to Report
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In this example, we chose Domestic Airfare
– The transaction date drop down box appears
automatically; enter the transaction date
– Fill out all boxes with a red line on the left side as
they are mandatory fields.
– Click 'Save' and choose your next expense type
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New Expense Dialogue Box Details
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This is what your New Expense dialogue box should
look like once you have finished entering all details
– Click 'Save' and then choose the next expense
type
• Once you click 'Save,' the system will move the expense
over to the Expense List on the left side of the screen
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Adding Additional Expenses
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You can now see that your first expense was added to
your Expense List on the left region of the screen
Choose a new expense type from the list and fill out the
required fields
– In this example, we chose Domestic Hotel/Lodging;
once we enter all required fields, click 'Itemize'
because all hotel expenses are required to be
itemized
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Itemizing Hotel Expenses
These red Stop
Signs are
reminders that this
needs to be
itemized
Room Rate and
Tax Rate Fields
Additional
Expenses
fields
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Since this is a hotel/lodging expense type, you will now
itemize all expenses on the receipt
– The red icons that look like a stop sign are
reminders that this expense type must be itemized
Add your check-in and check-out dates.
– The system will auto-populate the number of days.
Enter the room rate, tax rate, and any additional
expense(s) on the bill
– Please note that the room rate, tax rate, and
additional expenses are per night charges.
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Itemizing Hotel Expenses (Con’t)
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Enter all required fields.
When you enter the recurring charges, enter the room
rate and additional charges (if applicable) for each
night, not the total for the entire stay
Now click 'Save Itemizations' and the expense will
move over to the Expense List on the left side of the
screen
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Once you click on Save Itemizations, the red stop sign warnings
will go away
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Itemizing Hotel Expenses
Notice these
itemized amounts
equal the total
amount requested
(300.00 in this
example)
Icon you can click
to see or hide
itemization detail
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This is what your itemization will look like on the Expense List side
– Notice that the amounts you entered for each night when you itemized
the Domestic Hotel expense now appear as one total (300.00 in this
example) with the detail amounts for each night listed below the total
– If you have different rates for each night, total the amount, divide by
nights stayed, and enter that amount in the ‘Amount’ field before
itemizing. If you have an odd amount that will not divide out evenly,
click save and then click on one of the itemized nights and change the
amount to include the extra odd amount.
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Example: The total amount of your hotel bill was 582.03 and you stayed 4
nights; divide 4 into 582.03 which equals 145.50 per night with .03 remaining.
Click ‘Save’ and to make the itemization balance, open one of the itemized
nights and manually adjust to 145.53
By clicking on the icon shown in the screenshot above, you can either
show the itemizations in detail or hide the detail if you do not need to
see the detail itemizations
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Adding Out of Pocket Expenses
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Choose your next expense type
– In this instance, we chose 'Meal with Employee and
Business Associate Attend.'
• Any Business Meal Expense type must include the names of
all attendees
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Enter all fields with a red line as these are required
You must add attendees which you can do one of two
ways (shown on the following slides)
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Adding Attendees to a Business Meal Expense Type
Once you
Click have
on the box
next to the
chosen
all
attendee’s
attendees
in
name
your
Favorites,
click Add to
Expense
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Option One for Adding Attendees: You can click on the
'Favorites' tab to bring up a list of those attendees you
have already entered into the system
Click in the box next to the attendee’s name to add to
your Attendees List. Be sure to check all appropriate
attendees in your Favorites list
Click on 'Add to Expense' and when the names show
on the Attendees List, click ‘Save’
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Adding a New Attendee to a Business Meal Expense Type
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Option Two: If you have an attendee who you have not
previously added to the system, click the 'Add New
Attendee' tab in the New Expense box
Enter all the fields and click 'Save'; if you have another
new attendee, click 'Save and Add Another'
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Adding Attendees to a Business Meal Expense Type
Save Button
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Once you have chosen all attendees and have saved
them, they will show in the Attendees box
Click in the boxes next to the attendees’ names and
click 'Save'
Now go to your next out of pocket expense and choose
your expense type
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Adding Out of Pocket Expenses
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The expense type 'Meal with Employee and Business
Attend' has now moved to the Expense List on the left
If you have more out of pocket expenses, click on the
expense type and fill in all the required information in
the New Expense box
If you are finished with your expenses, you must now
allocate those expenses to their respective account(s)
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Allocating All Expenses to the same account(s)
To allocate all expenses to the
same account(s), click in the
box next to the Date field.
Click on Allocate in the right
hand pane.
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The next step is to allocate your expenses either
separately if you are charging different expenses to
different accounts or you can 'choose all' if you are going
to charge all expenses on this report to the same
account(s).
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The screen shot above shows all expenses being charged to the same
accounts.
To 'choose all' expenses, click in the box at the top next to
the Date field
Click on 'Allocate the selected expenses' in the right hand
pane.
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Allocating All Expenses to the same account(s)
Click in this box to allocate these
expenses 100% to the default
account that auto-populates from
the header page.
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This is the dialogue box that appears for you to do your allocations.
Note that all the expenses on the report show on the left hand side
pane and are grayed out showing that these are what you have chosen
to allocate
You can now add new allocations or just check the box next to the
default allocation that comes from the report header and click ‘Save’,
‘OK’, then ‘Done’
You can allocate by percent or amount by clicking ‘Allocate By’
You can choose either a new org and the corresponding account for
that org or you can choose your org again and charge a portion to
another account in your org. ALWAYS make sure the Org number is the
same in both Org boxes.
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The second Org field is tied to dept use codes; if you do not use dept use
codes, the field will default to zero
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Allocating Different Expenses to Different Accounts
Once you have chosen the expense,
click on the Allocate button
Click in the box
next to the
expense type you
want to allocate
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If you want to charge different expenses to different
accounts, click on the expense you want to allocate
(assign an account to) and then click the ‘Allocate’ button
in the Expense pane
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In this example, we chose to allocate Domestic Airfare only
We will allocate the remainder of the expenses to other accounts after
we finish allocating Domestic Airfare
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Allocating Different Expenses to Different Accounts
This is where
you click to
add new
allocation
Make sure both of these
Org fields contain the
same org number
The grayed out
expense that is
checked is the item
you are allocating
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This field is
where you
can change
amounts or
percentages.
The grayed out expenses in the left pane are the expenses you need to
allocate
The example above shows that you currently only want to allocate the
expense you checked
– To allocate to a new account, click ‘Add New Allocation.’ Choose
the org and account you want to charge the expense to. Be sure to
change the org in the Org Dept Use field to match the org in the
Organization field
– You can allocate by amount or percent by clicking on the 'Allocate
By' button. You can change the amounts in each of the allocation
boxes depending on the amount you want to charge each account
– In this example, we changed the automatic percentage calculation
as we only want the first dept to share 10% of the cost
– Click ‘Save,’ ‘OK,’ then ‘Done’
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Allocating Different Expenses to Different Accounts
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To allocate the remaining expenses to the same
account(s), click in the box next to each expense and
then click 'Allocate the selected expenses.'
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Allocating Different Expenses to Different Accounts
Be sure the org number
in both the Organization
field and the Org Dept
Use field are the same.
This is where
you can change
the default org
that autopopulates from
the header page
if you do not
want to charge
your dept
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Notice we have changed the default org and account that
auto-populated from the header page to a new org and
account
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The accounts
associated with the new
org will show in this box
and you will choose the
appropriate account.
When you choose another organization, a connected list 'behind the
scenes' updates your account selection to the accounts rolling to the
org you chose
You can charge another org (cross-allocate) within your division if
another org is assuming a portion of the cost
Click ‘Save,’ ‘OK,’ then ‘Done’
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Allocating Expenses
The red, green, and
yellow pie chart shows
the expense was
100% allocated.
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You can now see that all expenses have been allocated as
indicated by the colored pie chart in each expense. You
are now ready to upload or fax your receipts and submit
your report.
If the pie chart is colored blue and grey, the expense is not
allocated 100%. Click on the expense and reallocate.
Now upload your receipts and submit (See separate
instructions for this process which is included on the
Create a New Expense Report presentation)
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