����ԭ��

Creating Expense Reports

Creating the Report

Expenses Page – Click Create Report

Creating the Report

• Fill in purpose – e.g., “Flick Lab Get Together”
• Click “+ Create Item”

Creating the Item

• Fill in the Date of the event – e.g., “7/29/22”
• Type – e.g., “Food and Beverage Expense” – after, more boxes will populate

Creating the Item (cont.)

• Fill in Expense Location – e.g., “United States”
• Fill in the Amount – number before tip e.g., “47.86”
• Fill in the Description – e.g., “Lab party to support collegiality and employee morale. Paid with personal CC.”
• Fill in the Merchant Name – e.g., “Hopdoddy Burger Bar”
• If there was alcohol – you will have to Itemize – Choose Type “Entertainment/Alcohol” (skip to below)
• Make sure you have the correct account (COA)** for the Account Box
  • Do not copy and paste a COA with X’s for the type.
    • You can copy and paste the numbers before the group of 4 and the numbers/letters after the group of 4 (6130 in the below example)
    • You could also copy and past the group of 4 into your COA where the X’s are and then copy and paste the whole thing back in the Account
    • If you accidentally have already put the X’s,
  • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
  • For the three letters, most of the time, the default “RES” is correct (research expense), for non-research expenses, you should likely use “ACA”
• You may or may not need Project Number, Task Number, and Expenditure Organization**

• Occasionally, you will have to select if the property belongs to the “University” or “Individual”

Creating the Item: Itemizing – only done in rare circumstances

• Calculate the alcohol amount
• Fill in Date and Amount
• Fill in Merchant Name and Description “Hopdoddy Burger Bar” & e.g., “Alcohol portion of bill
• Make sure you have the correct account (COA)** – follow directions as above
  • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
  • The pictures below are a bit outdated, so the first .0. is now defaulted to “RES” – most of the time, the default “RES” is correct
• You may or may not need Project Number, Task Number, and Expenditure Organization**
• Click the “+” button to create a new itemization line
• Fill in Date, amount, description, cost of non-alcohol portion of the bill, account, etc. as above
• The remaining Balance on the top right should be 0

**For these steps, it is important to fill in each box, then click outside the box and wait for the next box to populate

Creating the Item: Finishing up

• Add your receipts (for purchases greater than $75) to the attachments section.
  • Receipts must include:
    • Your Name
    • Last four of the CC used
    • Date
    • Vendor Name
    • Vendor Address
• All flights must be booked through Concur
• Add attendee list for parties, meals, get togethers, etc.
• Select Save and Close

Creating the Report: Finishing up

• Read the “Corporate Travel and Expense Policies”
• Click the button to acknowledge reading the policies
• Click Submit