Create an iExpense Report - Process Help (R12)

Use these instructions to create an Expense report within iExpense.

Prerequisites

1. User will need access to the iExpense module within Oracle. In addition, user will need to have an HR record (with a valid HR address) as well as a supplier file number and HOME site.

To Create an Expense Report

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Org Internet Expenses responsibility
2. Select Create Expense Report button.
3. Enter the following fields on the Expense Report form:

   General Information

   Field Name	Required (R) or Optional (O)	Description
   Name	R	Name of individual being reimbursed (defaulted to user). Note: If a person is a delegate for someone else, there will be a LOV within the Name field.
   Location	R	Campus location.
   Expense Template	R	Specify the template - Domestic Travel/Foreign Travel/Miscellaneous Expenses.
   Destination and/or Purpose	R	Provide a description for the expense report.
   Travel Start Date	O	Travel start date in which the trip began. Note: This field will only be required when either the Domestic/Foreign template is chosen.
   Travel End Date	O	Travel end date in which the trip ended. Note: This field will only be required when either the Domestic/Foreign template is chosen.
   US Citizen	O	Classification for traveler. Note: This field will only be required when the Foreign template is chosen.
   Number of Dependents Traveling	O	Number of dependents traveling with the traveler. Note: This field will only be required when the Foreign template is chosen.

1. Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.

1. Click on the Next button

Cash and Other Expenses

Receipt-based Expenses

1. Enter the following fields within the receipt-based expenses form that apply to the expense report:

1. Field Name	Required (R) or Optional (O)	Description
   Date	R	Date of the actual expense.
   Receipt Amount	R	Amount of the expense.
   Expense Type	R	Select the type of expense for this particular item Expense type. Note: The expense type is mapped to a specific expenditure type.
   Justification	O	State explanation for expense. Note: This field is only required for certain expense types.
   Reimbursable Amount (USD)	R	Amount to be reimbursed. This amount will automatically flood in from the receipt amount.
   Details	O	Detailed breakdown of expense type. Note: This field is only required for certain expense types.

2. Note: For expense types of Domestic/Foreign Airfare, Domestic/Foreign Car Rental and Domestic Lodging, iExpense requires the user to enter additional information. This includes the domestic airline, car rental company, and hotel/motel merchant.

   Domestic/Foreign Airfare

3. Field Name	Required (R) or Optional (O)	Description
   Expense Type	R	Select the type of expense for this particular item Expense type (automatically defaults in from header). Note: The expense type is mapped to a specific expenditure type.
   Start Date	R	Travel start date in which the trip began.
   Receipt Amount	R	Amount of the expense.
   Receipt Currency	R	Defaults to USD - US Dollar.
   Justification	R	State explanation for expense.
   Expense Location	O	Destination of trip.
   Type of Travel	R	Select the type of travel - Domestic/International.
   Class of Ticket	R	Select the type of ticket - Business/Coach/First.
   Location From	O	Origination of trip.
   Location To	O	Destination of trip.
   Domestic/Foreign Airline	R	Select airline used from a LOV.

4. Domestic/Foreign Car Rental

5. Field Name	Required (R) or Optional (O)	Description
   Expense Type	R	Select the type of expense for this particular item Expense type (automatically defaults in from header). Note: The expense type is mapped to a specific expenditure type.
   Start Date	R	Travel start date in which the trip began.
   Daily Rate	R	Daily rate of rental.
   Number of Days	R	Number of rental days.
   Receipt Amount	R	Amount of the expense.
   Receipt Currency	R	Defaults to USD - US Dollar.
   Justification	R	State explanation for expense.
   Expense Location	O	Destination of trip.
   Domestic/Foreign Car Rental Company	R	Select car rental company used from a LOV.

6. Domestic/Foreign Lodging

7. Field Name	Required (R) or Optional (O)	Description
   Receipt Type	R	Select the type of expense for this particular item Expense type (automatically defaults in from header). Note: The expense type is mapped to a specific expenditure type.
   Receipt Date	R	Date of receipt.
   Original Receipt Amount	R	Amount of the expense.
   Receipt Currency	R	Defaults to USD - US Dollar.
   Justification	R	State explanation for expense.
   County Location (Domestic Lodging)   Expense Location (Foreign Lodging)	R   O	County of city traveled.     Destination of trip.
   Itemized Business Expenses	Required (R) or Optional (O)	Description
   Expense Type	R	Select the type of expense for this particular item Expense type (automatically defaults in from header). Note: The expense type is mapped to a specific expenditure type
   Start Date	R	Travel start date in which the trip began.
   Daily Rate	R	Daily rate of lodging.
   Number of Days	R	Number of lodging days.
   Itemized Receipt Amount	R	Itemize items on receipt.
   County Lookup (enter City) (Domestic only)	O	Use this field to find the county of the city.
   Hotel/Motel Merchant (Domestic only)	R	Select hotel/motel merchant used from a LOV.

Per Diem Expenses - Note: This tab will only appear with the Domestic Travel template.

1. Enter the following fields within the per diem expenses form that apply to the trip:

   Field Name	Required (R) or Optional (O)	Description
   Start Date	R	Travel date in which the trip began.
   Start Time	R	Travel start time.
   End Date	R	Travel date in which the trip ended.
   End Time	R	Travel end time.
   Expense Type	R	Expense type used for recording expenses. Select either Method 1 (unreceipted lodging) or Method 2 (receipted lodging).
   Destination	R	County in which the traveler stated.
   Justification	O	State explanation of expense.

2. Click on the Details button.

   Field Name	Required (R) or Optional (O)	Description
   Expense Type	R	Expense type used for recording expenses. Select either Method 1 (unreceipted lodging) or Method 2 (receipted lodging).
   Start Date	R	Travel date in which the trip began.
   Start Time	R	Travel start time.
   End Date	R	Travel date in which the trip ended.
   End Time	R	Travel end time.
   Justification	O	State explanation for expense.
   County Location	R	County of city traveled.
   County Lookup (enter City)	O	Use this field to find the county of the city.

3. Click on the Generate Per Diem tab. This will display a table that will break down the meals the traveler is eligible for.

   Note: If meals were included in the trip, you may click on the Breakfast/Dinner meal deductions checkbox. After selecting the appropriate meals, click on Recalculate. This will be your new per diem total.

4. Click on the Return button.

Mileage Expenses - This tab will only appear with the Domestic Travel/Foreign Travel templates.

1. Enter the following fields within the per diem expenses form that apply to the trip:

   Field Name	Required (R) or Optional (O)	Description
   Start Date	R	Travel start date in which the trip began.
   Justification	O	Destination of trip.
   Trip Distance	R	Distance of miles.

2. Click on the Details button.

   Enter the following required fields within the details tab of mileage expenses:

   Field Name	Required (R) or Optional (O)	Description
   Location From	R	Origination of trip.
   Location To	R	Destination of trip.

3. Click on the Return button.
4. Click on the Next button.

Expense Allocations

1. Enter the following fields within the expense allocations form that apply to the trip:

   Field Name	Required (R) or Optional (O)	Description
   Project	R	Project number to be charged.
   Task	R	Task number to be charged.
   Award	R	Award number to be charged.

1. Note: If you initially saved your allocations in a set, you will be able to select it from My Allocations and apply it accordingly.

Applying set allocations

1. Choose the Select box for each item that you want to charge (for all choose the top Select box).
2. Click on the drop down of My Allocations and select the appropriate set.
3. Click Apply.
4. Then, click on the Next button.

Review

1. Review the expense report prior to submission.
2. Include any receipts/agenda/itineraries at the Attachments level.
3. Click on the Add button next to Attachments.

   Field Name	Required (R) or Optional (O)	Description
   Title	O	Title of attachment.
   Description	R	Description of attachment.
   Category	R	Select a category - Miscellaneous/Missing Receipts Declaration/Receipts/Travel Itinerary/
   Type	R	Choose the appropriate type of attachment - File/URL/Text.

4. Select Browse and choose the file.
5. Click Apply.
6. Click Save.

   Click Submit.