Employee Expense Reimbursement Forms
This page describes the Advanced Workflow feature to enter and approve employee expense reimbursements through Employee Access Center (EAC). This functionality provides the following features:
Enter, edit, and submit expense reimbursement requests through EAC.
Complete the approval process in EAC.
Prerequisites
Create Expense Categories and Expense Types in respective Fund Accounting reference tables.
Automatic Vendor ID Creation
With specific settings in the database, the system automatically creates a vendor record and assigns a Vendor ID for an employee who enters an expense request and does not have an existing record in the Vendor List.
Requirements
The database must be set up to use Advanced Workflows for Expense.
In the Fund Accounting profile, on the System Options tab, the numbering option User Assigned Vendor Numbers must not be selected. The database must assign the next available vendor number.
Processes
When an employee with no existing vendor record submits an expense request, a vendor record is created by using information from the employee record, assigning the next available vendor number from the Fund Accounting profile.
If the employee has an active net direct deposit deduction, the bank information is applied in the vendor record and the payment uses the direct deposit bank information for an ACH payment.
If there is no active net direct deposit deduction, a cashable check is generated.
A message informs the employee that the expense was submitted successfully and provides the information regarding the type of payment based on whether the employee has an active net direct deposit deduction.
Manual Vendor ID Creation
If the database is not set up to automatically create vendor records, when an employee with no existing vendor record submits an expense request a message informs them to save the expense request as a draft and contact Human Resources to create a vendor record to process the payment. After they have confirmed that the vendor record exists, the employee can proceed to submit the expense.
Employee Expense Entry Form
The Employee Expense Entry Form allows employees with access to EAC to enter, edit, save a draft, and submit requests for expense reimbursements. These requests, when approved, convert to payable entries and issue checks for the Vendor ID associated with the employee.
Menu Path
From the Employee Access Center Employee Tasks menu, select Expense, then Create Expense Report.
Create an Expense Request
Choose the Create Expense Request page.
Complete the necessary fields on the page.
If the expense form requires multiple line items, click Add Row to add a new line item.
Choose one of the following options:
Click Save. This saves the expense form as a draft that can be reviewed and finished later, if necessary.
Click Submit to send the expense form for approval.
Save a Draft
You can select Save to save the expense request as a draft. This may apply for several reasons, and may be prompted by a system message.
You do not have complete information to submit the request.
You do not have a linked vendor record and your district is not set up to create the record automatically.
A technical issue prevents the submission from completing.
General Information Fields
Field | Description |
|---|---|
Expense Type | Select the expense type. |
Description | Enter a description of the expense. |
Start Date | Enter the start date when the expense was incurred. |
End Date | Enter the end date when the expense was incurred. |
Destination City | For travel expenses, enter the destination city. |
Destination State | For travel expenses, enter the destination state. |
Line Item Fields
Field | Description |
|---|---|
Expense Date | Enter the dates for line-item expenses. |
Expense Category | Select the expense category. |
Units | Enter the number of units. |
Cost Per Unit | This field auto-populates based on the Units entered and the Expense Category selected. |
Estimated Cost | Enter the estimated cost of the expense. |
Actual Cost | This field auto-populates based on calculated costs from Units and Cost Per Unit. |
Budget | If known, select the appropriate Budget Unit associated with the expense. |
Account | If known, select the appropriate Account associated with the selected Budget Unit for the expense. |
Project | If applicable, select the appropriate Project associated with the selected Budget Unit for the expense. |
Advances | Select Y or N to indicate if an advance is being requested or not. |
Reimbursable | Select Y or N to indicate if the expense is reimbursable or not. |
Attachments | Select any receipts or supporting documents to attach. This field may be required if the selected Expense Category reference table is configured to require attachments. |
Comments | Enter any additional comments. |
Total Estimated Cost | Auto-populated field based on calculation from the total cost of all line items. |
Total Advance Amount | Auto-populated field that displays the total of all expense line items where the Advances field is selected. |
Total Reimbursable Amount | Auto-populated field that displays the total of all expense line items where the Reimbursable field is selected. |
Total Non-Reimbursable Amount | Auto-populated field that displays the total of all expense line items where the Reimbursable field is not selected. |
Expense List Page
This page displays the history of expense reimbursement requests made by an employee. The expense list gives the status of each expense reimbursement request. Employees can also display all attachments.
Menu Path
From the Employee Access Center Employee Tasks menu, select Expense.
View the Expense List
Select the Expense List page.
Review the status of the expense forms on the list page. Use the navigation bar at the bottom of the page to display additional expense forms if needed.
Select the Expense Report ID to view the Expense Detail page. This page displays expense reimbursement requests with the following statuses:
Approved
In progress
Denied
Drafts
Click Attachments to display receipts or supporting documentation.
Hover over Status to display comments, if entered, by the approvers.
Fields and Descriptions
Field | Description |
|---|---|
Status | Displays the status of the expense reimbursement form:
|
Expense Report ID | The unique ID assigned to an expense reimbursement form when it is created. |
Expense Type | The expense type for the reimbursement form. |
Description | The description entered for the expense reimbursement form. |
Creation Date | The date the expense reimbursement form was created. |
Expense Amount | The total reimbursable amount. |
Attachments | Receipts and supporting documents attached to the expense reimbursement form. |
Expense Detail Page
This page displays all the information for a selected expense reimbursement form. It also displays the status of the approved and denied expense reimbursement forms.
Menu Path
From the Employee Access Center Employee Tasks menu, select Expense, then select an Expense Report ID.
This page includes the following three sections:
Status Bar: Displays the status in the form of a banner for approved and denied expenses.
General Information:
Name of the requester
Start Date
Department
End Date
Expense Type
Description
Location
Destination
Fiscal Year
Advanced Check Number
Expense Check Number
Purchase Order Number
Expense Summary:
Expense Date
Expense Category
Units, Cost
Estimated Cost
Actual Cost
Budget Unit
Account
Project
Advance Flag
Reimbursement Flag
Attachments
Comments